Responsibilities
.1 Accountable to the Fleet Manager.
.2 As a Fleet Member, he/she shall assist FM. He/She shall with his best endeavour to advise FM in relation to performance of the assigned vessels.
.3 On receipt of approved requisitions from the vessels, to send out enquiries for quotations, compile costs on receiving the same and put forward the comparative quotations to the Superintendents for:
a. choice of suppliers
b. amendments to the quantities
c. confirmation of orders
.4 Put forward approved requisitions to the FM for his approval, before placing the order.
.5 Regularly update on the status of:
a. Requisitions & requisitions under KIV
b. Requisitions ordered and their readiness
c. Delivery & despatch status
d. Any problems being encountered
.6 Confirm orders with the suppliers and arrange delivery to the vessel by the cheapest means of transport,
.7 Advise the Master and the Agents regarding the despatch and give the despatch details,
.8 Follow-up with supplies received by vessels,
.9 Keep records of all purchases and maintain the purchasing files.
.10 Provide monthly "Purchase Expenses" to the Superintendents-in-charge.
.11 Report any deviations to the FM.
.12 Ensure that the Superintendent's and the FM’s order confirmations are received as soon as possible
.13 Provide status to the FM and Superintendent on Requisitions order status, delivery status and total cost of spares ordered once a month.
.14 If the spares do not conform to specifications, to follow up with suppliers the following:
a. Return of spares
b. Replacement of spares
c. Issuance of Credit Notes
d. Verification of orders and supplies
Authority
.1 Order spares and stores as directed by the Superintendents.
.2 Issuance of P. O.
.3 Update the Approved Vendors List
.4 Implement controls & workflows within department.
.5 In relation to Fleet Management System, other roles and responsibilities delegated by Fleet Manager.
