We are seeking a highly organized and dependable Logistics and Administrative Officer to provide operational, vessel, procurement and administrative support for our client's Guyana operations.
The successful candidate will assist with vessel port calls, crew changes, in-country logistics, supplier coordination, procurement activities, records management and general Office administration. The role requires strong attention to detail, effective communication skills and the ability to coordinate multiple activities in a fast-paced maritime and logistics environment.
Key Responsibilities
- Vessel Coordination and Logistics
• Support the preparation and coordination of vessel port calls.
• Assist with crew change activities in collaboration with the Crewing Department.
• Coordinate logistics requirements for vessels operating within Guyana.
• Arrange the collection, transportation and timely delivery of supplies, equipment and other items to vessels.
• Liaise with vessel representatives, agents, suppliers, transportation providers and internal departments.
• Assist with sourcing suitable vessels and other marine-support services when required.
• Maintain accurate records of vessel movements, deliveries and logistics activities.
• Follow up on outstanding vessel requirements and provide timely status updates to relevant stakeholders. - Office Administration
• Coordinate day-to-day office deliveries and liaise with suppliers and service providers.
• Monitor stationery and office-supply levels and arrange replenishment when required.
• Ensure office equipment, hardware and other resources are maintained in good working order.
• Maintain organized records of incoming and outgoing correspondence, including letters, quotations, invoices and other company documents.
• Provide administrative and logistical support for shore-based personnel and their in-country requirements.
• Assist with travel, transportation, accommodation and other logistical arrangements for shore staff, where required.
• Support general office operations and other administrative duties assigned by management. - Data Entry and Records Management
• Enter and update operational, supplier, procurement and administrative data in spreadsheets and company systems.
• Maintain accurate electronic and hard-copy filing systems.
• Ensure records are complete, properly labelled and easily retrievable.
• Prepare routine reports, trackers and summaries for management review.
• Maintain confidentiality and ensure the secure handling of company, employee, supplier and vessel information. - Supplier Coordination and Payments
• Liaise with suppliers regarding orders, deliveries, invoices and payment documentation.
• Verify that supporting documents are complete before supplier payments are processed.
• Assist with issuing or coordinating payments to suppliers in accordance with company procedures and approval requirements.
• Maintain accurate records of supplier invoices, payments and outstanding balances.
• Follow up on delivery discrepancies, missing documentation or outstanding supplier - Procurement Support
• Source services, equipment, spare parts and other operational requirements.
• Obtain and review quotations from approved or prospective suppliers.
• Prepare quotation comparisons and submit recommendations for review and approval.
• Coordinate purchases, deliveries and receipt of goods and services.
• Ensure procurement activities are properly documented and completed in accordance with company procedures.
• Maintain and update the company’s supplier database.
• Assist with identifying and evaluating new suppliers and service providers.
• Monitor outstanding purchase requests and provide progress updates to relevant personnel.
Must Have
- • Diploma or associate degree in Logistics, Supply Chain Management, Business Administration, Maritime Studies or a related field.
- • A minimum of two to three years’ experience in logistics, administration, procurement, shipping, marine operations or a related environment.
- • Experience supporting vessel operations, port calls or crew changes would be an asset.
- • Experience coordinating suppliers, quotations, purchases and deliveries.
- • Proficiency in Microsoft Office applications, particularly Microsoft Excel, Word and Outlook.
- • Strong data-entry, filing and document-control skills.
- • A valid driver’s licence would be an asset.
Knowledge, Skills & Competencies
- • Strong organizational and time-management skills.
- • Excellent attention to detail and accuracy.
- • Ability to manage multiple assignments and changing operational priorities.
- • Strong written and verbal communication skills.
- • Good supplier-management and negotiation skills.
- • Ability to work independently and collaboratively with different departments.
- • Sound judgement and problem-solving ability.
- • High level of professionalism, confidentiality and integrity.
- • Ability to work under pressure and meet urgent vessel and operational deadlines.
- • Willingness to work outside standard business hours when required to support port calls, vessel deliveries or crew changes.
What We Offer
Each employee has a chance to see the impact of his work.
You can make a real contribution to the success of the company.
Several activities are often organized all over the year, such as weekly
sports sessions, team building events, monthly drink, and much more
Perks
A full-time position
Attractive salary package.
Trainings
12 days / year, including
6 of your choice.
Sport Activity
Play any sport with colleagues,
the bill is covered.
Eat & Drink
Fruit, coffee and
snacks provided.
