Purchasing Officer (Medan)

Waruna Shipping Group is a leading shipowner and shipyard company specializing in delivering innovative and efficient maritime solutions. We are committed to operational excellence, strict safety standards, reliability, and strong financial discipline across all aspects of our business.

Position Overview

We are currently seeking a Purchasing Officer to join our growing team. This role is critical in supporting vessel and shipyard operations through effective and timely procurement of marine spare parts, equipment, and services. If you have a solid purchasing background, strong attention to detail, and thrive in a structured yet fast-paced maritime environment, we encourage you to apply.

Job Responsibilities

Purchase Request (PR) Analysis

• Analyze Purchase Requests (PR) from vessels or operational teams to ensure requirements are valid, operationally justified, and appropriately prioritized.

• Review vessel purchase history to prevent duplicate purchases or procurement of items that are still available in stock.

Vendor, Maker, and Authorized Distributor Sourcing

• Source and select vendors, makers, or authorized distributors for marine spare parts, equipment, consumables, and vessel-related services.

• Ensure authenticity (genuine/OEM) and compatibility of items with vessel machinery and systems.

• Verify retrofit, equivalent, or second-hand options for obsolete or discontinued items based on relevant technical references.

Quotation Analysis and Evaluation

• Review quotations from both technical and commercial perspectives, including pricing, specifications, lead time, delivery terms (Incoterms), and warranty.

• Prepare comparison sheets as the basis for vendor selection recommendations.

Quotation Follow-Up

• Actively follow up with vendors until complete quotations are received.

• Coordinate with vessel engineers, technical superintendents, or technical teams to clarify part numbers, serial numbers, equipment models, and other technical data.

Purchase Negotiation and Import Handling

• Negotiate pricing, delivery schedules, and payment terms to obtain the most favorable purchasing conditions.

• For overseas procurement, ensure accuracy of HS Codes, freight costs, pickup locations, and estimated import costs (duties, taxes, handling charges).

Internal and Logistics Coordination

• Coordinate with vessel operations and technical teams regarding procurement requirements and vessel schedules.

• Coordinate with logistics and shipment teams to ensure delivery to ports, warehouses, or appointed agent locations as planned.

Item Code and Inventory System Review

• Review and validate item codes, part numbers, and item descriptions in the system (Ascend) prior to Purchase Order (PO) issuance.

• Coordinate with Logistics Administration to ensure inventory data and item master records are properly updated.

Item Quality and Performance Review

• Evaluate the quality and performance of supplied items based on feedback from vessels or technical teams.

• Identify potential quality or compatibility issues for vendor performance evaluation.

Purchase Order (PO) Issuance

• Prepare and issue Purchase Orders (PO) in accordance with the company’s approval matrix and procurement procedures.

• Ensure all supporting documents are complete and accurately recorded in the system.

PO Monitoring and Expediting

• Monitor and expedite Purchase Orders, particularly for critical, urgent, or off-hire risk items.

• Ensure goods are delivered in accordance with agreed schedules and specifications.

Reporting and Communication

• Provide regular updates on procurement status to internal stakeholders.

• Prepare periodic reports on purchasing activities and procurement status.

Qualifications

• Minimum Diploma (D3) or Bachelor’s Degree (S1) in any discipline.

• At least 3 years of relevant experience in Purchasing, Procurement, Import, Supply Chain, or related fields, preferably involving marine technical goods, including ship equipment, tools, spare parts, electrical, mechanical, and chemical items.

• Strong learning ability, maturity, high attention to detail, proactive mindset, strong sense of urgency, and long-term commitment.

• Excellent coordination and negotiation skills.

• Proficient in English (written and spoken); proficiency in Hokkien and Mandarin is an advantage.

• Experience using the Ascend system is an advantage.

Work Location

• Candidates must be domiciled in Medan or surrounding areas.

• Work location: Medan, North Sumatra.

Compensation

• Salary is negotiable and will be commensurate with qualifications and experience.

If you are a detail-oriented professional with a strong sense of accountability and a passion for procurement, we invite you to join our team. At Waruna Shipping Group, we foster a collaborative and performance-driven environment where your contributions truly matter.

Be part of our journey in strengthening operational excellence.
Apply now and take the next step in advancing your career with us!