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Fleet Admin Controller

Job Requisition No.:  20050
Category:  Shore-Based

Reporting structure

Reports To:

Fleet Project Manager

Direct Reportees:




Job Summary and Purpose

Administer the end-to-end tendering process for all fleet related projects and other required procurements, along with preparation of the related submissions, to secure the required materials and services for Fleet, while protecting the company’s interest.


Key Accountabilities:

1.    Support Fleet contracts’ Holders/Owners in collating and raising the initial tendering requirements for Material and services.
2.    Draft tendering submissions in close coordination with Fleet contracts’ Holders/Owners, while ensuring full compliance to the governing process.
3.    Communicate with both GTC and LTC Secretaries on submissions and provide required justifications and other financial clearances, including the issuance of purchase requisitions.
4.    Customize the Department Technical Evaluation Matrix “TEM” and get it endorsed by the relevant Fleet contract Owner, in coordination with the respective Fleet contract Holders/Owners.
5.    Present GTC/LTC submissions to the respective committee and in coordination with the Fleet contract Holders/Owners.
6.    Assist relevant Category Buyer to consistently draft the ITT document by coordinating the finalization of the detailed scope with Fleet contract Holders/Owners.
7.    Administer the Tendering process minutes by coordinating the review with both Secretaries and contract Holder/Owner.
8.    Maintain proper filing system for the entire fleet tendering process, including all projects and Dry-Docking tenders.
9.    Produce an activity report with analytical slide pack regularly and as required. 
10.    Provide tendering process familiarization and training for remaining Fleet staff When required,
11.    Follow up with Supply Department on policies, procedures and any MOC process related to tendering.

Generic Accountabilities:

Safety, Health, Environment & Quality (SHEQ):
12.    Adhere to all relevant SHEQ policies, procedures, instructions, and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures:
13.    Follow all relevant departmental policies, processes, and procedures so that work is carried out in a controlled and consistent manner.

14.    Carry out any other related duties as directed by Fleet Project Manager.

Accountabilities - 2

Accountabilities - 3

Accountabilities - 4


Achievement Oriented - Intermediate
Cargo Management - Beginner
Collaboration & Team Work - Intermediate
Commercial Negotiation - Practitioner
Contract & Procurement Management - Practitioner
Customer Centricity - Intermediate
Drive Vision - Intermediate
Emergency and Media Response - Beginner
Empower & Nurture Talent - Intermediate
Interactive Communication - Intermediate
Marine Operations - Beginner
Materials Management - Practitioner
Port Operations - Beginner
Regulatory Knowledge - Beginner
Solution Oriented - Intermediate

Key Result Areas

•    Provide accurate and timely submissions for Fleet tenders. 
•    Coordinate with supply to provide the required materials/services as per plan/requirements. 

Interactions and Working Relations

•    Fleet Contracts’ Holders/Owners for administering and finalizing tendering requirements.
•    Fleet Superintendent to coordinate data collection for agreed tenders.
•    GTC & LTC secretaries to coordinate the related submissions.

•    Spare parts/services providers, to enquire/respond to any tendering clarifications or requirements. 

Financial Authorities

Not Applicable

Qualifications, Experience and Job Skills

•    Recognized Sea going license such as Junior Officer or any related field.

•    2-4 years’ seagoing experience with a relevant and reputable shipping company or 2 years ashore in similar tendering/procurement activities.

Job Specific Skills:
•    Very good standard of written and spoken English.
•    Good understanding of various analytical tools and methodologies
•    Computer literate Microsoft suite of products.

Fleet Admin Controller

Department:  Project Management

Job Segment: Transportation, Project Manager, QA, Quality Assurance, Supply, Operations, Technology, Quality

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