Key Result Areas

1. Monitor suppliers for quality, service and price through standard purchasing specifications.

2. Obtain competitive quotations (minimum of three) for hotel requirements and ensure that the best product is sourced and purchased.

3. A minimum of three independent genuine quotations must be obtained.

4. Establish contracts to ensure reduced pricing for all operating areas of the hotel.

5. Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.

6. Ensures that all order receiving dates are updated by the buyers according to the suppliers promised delivery dates.

7. Ensures that all authorized or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.

8. Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained.

9. Ensure the efficient operation of the Purchasing Department in all aspects.

10. Research and identify new products and services for the hotel in market.

11. Obtains written approval for established Minimum / Maximum stock levels by the financial controller and general manager. 

12. Checks, explains if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances.

13. Approves all addition requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.

14. Verify the 'pending orders' report on a daily basis, and all pending orders are checked and verified regularly.

15. On a daily basis prepare list of to be cancelled orders and sent to accounts for deletion, with appropriate reasons.

16. Issues regularly slow-moving item lists. 

17. Identifies items for standing orders utilizing supplier's logistics for regular deliveries to the hotel based on approved highly consumed items.

18. Ensures validity of items available, force issue obsolete items and follows up on action taken for disposal.

19. Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements. 

20. Approves all store re-order requests, verifying quantities within the established Min/Max stock levels.

21. Responsible for all administrative functions of the Materials Department, staffing, training and execution of other related duties. 

22. Responsible for all purchasing functions, quotations, quality and availability.

23. Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorized issue requests). 

24. Responsible for maintaining logical storeroom inventory levels operationally needed.

25. Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories & ID availability.

26. Spot-checks entered system quotations, period validity, quotes locked by, etc.

27. Ensures that the suppliers follow the rules relating to hygiene of goods delivered.

28. Keeps all records in a way that they can be checked at any time for information or audit purposes.

29. Liaise with the Purchasing Officer, Receiving Officer, Storekeeper and Cost Controller regularly for all purchasing-related matter.

30. Maintains all documents, files and listings up-to-date and performs his duties in the most efficient manner.

31. Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.

32. To perform other reasonable tasks as deemed appropriate by the General Manager and Financial Controller.

Qualification

·         5 to 8 years’ working experience in hospitality industry

·         Bachelor's Degree in Business (logistics, accounting, finance) or

Chartered Institute of Purchasing and Supply (CIPS) Graduate Diploma

Job Skills

·      Strong analytical and negotiation skills

·      Knowledge of budgeting and accounting principles and practices and required maintenance of records and files

·      Successful track record of delivering results in the areas of cost reduction, service levels, and quality and inventory levels.

·      Solid Judgement along with decision making skills.

·      Good oral and written communication skills;

·      commercial awareness;

·      The ability to adapt to different client needs and to develop and maintain successful working relationships;

·      An excellent standard of numeracy in order to analyze facts and figures;

·      A flair for negotiation and networking;

·      The ability to make important decisions and cope with the pressure of demanding targets and tight deadlines;

·      A confident and mature approach;

·      Tact and diplomacy.

·      Strong organizational skills and ability to handle multiple tasks simultaneously.

·      Ability to lead, motivate and develop the team.

·      Detailed knowledge of working practices of the Purchasing department

·      Knowledge of budgeting / accounting principles and practices.

·      Working knowledge of computer systems including inventory systems.

·      Ability to cope with pressure