Executive – Procurement Administration

Executive – Procurement Administration

Location: Colombo, Sri Lanka (On-site)

Company: Hayleys Advantis Group

Discipline: Sourcing, Supply Chain, and Logistics

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The Role

We are seeking a detail-oriented Executive – Procurement Administration to join our team in Colombo. In this role, you will be responsible for ensuring that all procurement activities for Sri Lankan Shipping Company Limited and Intermarc Marine Services are carried out with high administrative precision and in full compliance with Group policies. You will play a key part in vendor management, audit readiness, and process improvement to drive operational excellence across our supply chain.

Job Accountabilities

Compliance & Governance

• Policy Adherence: Ensure all procurement activities fully comply with Hayleys Advantis Group Procurement Policies and governance standards.

• Vendor Management: Oversee approved vendor agreements, manage timely renewals, and maintain systematic contractual records.

• Supplier Onboarding: Manage the end-to-end supplier registration and onboarding process in line with internal guidelines.

Quality & Audit Management

• Vendor Evaluation: Coordinate and conduct periodic vendor evaluations, engaging internal stakeholders to ensure objective and consistent performance reviews.

• Audit Readiness: Plan and conduct internal audits; facilitate external audits by organizing documentation and ensuring stakeholder participation.

• Standards Maintenance: Support the continuous improvement of the Quality Management System (ISO), Business Excellence (BE) framework, and other management initiatives.

Operational Support & Finance

• Financial Coordination: Prepare and follow up on CAPEX and OPEX approval requests. Coordinate closely with the Finance team to ensure accurate and timely vendor payments.

• Documentation: Maintain comprehensive records of quotations, evaluations, and comparative analysis sheets for audit purposes.

• Process Improvement: Implement initiatives aligned with Business Excellence objectives, tracking cost savings and operational efficiencies.

• Systems & Reporting: Monitor and report on monthly Key Performance Indicators (KPIs) and coordinate with relevant teams on procurement system enhancements or software updates.

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Minimum Requirements

Education & Experience:

• Education: Bachelor’s Degree in Business or Supply Chain Management (UGC approved) or an equivalent professional qualification.

• Experience: 1–3 years of experience in procurement or logistics; experience within the shipping industry is highly preferred.

Technical Skills:

• Systems: Proficiency in SAP (or similar ERP systems) and the MS Office suite.

• Functional Knowledge: Strong understanding of procurement procedures, import/export regulations, and relevant documentation.

• Logistics Exposure: Familiarity with freight options, custom policies, and general supply chain management is a distinct advantage.

Core Competencies:

• Communication: Strong negotiation and analytical skills with the ability to communicate effectively across all levels.

• Project Management: Ability to manage multiple projects simultaneously and work collaboratively in cross-functional teams.

• Attention to Detail: A high degree of accuracy in record-keeping and compliance monitoring.

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How to Apply

If you are ready to advance your career with a leader in the logistics and shipping industry, please submit your application through the Hayleys Advantis careers portal.

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Hayleys Advantis is an Equal Opportunity Employer.

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