JOB PURPOSE: To plan, coordinate, source and supervise the procurement services (for goods, services and works) of the hotel. Additionally, to negotiate contracts for the purchase of required goods and keep accurate records of transactions trends. Further, to assist the finance department in the monitoring, reporting, and controlling of cost of sales in the hotel.

ESSENTIAL EXPERIENCE AND QUALIFICATIONS

a) Professional qualifications

• Grade 12 certificate with 5 O levels
• Diploma or professional qualification in relevant field.
• Professional membership

b) Work experience.

• Minimum 5 years relevant work experience in similar position

c) Skill specifications

• Strong negotiating skills required, along with a demonstrate ability to develop negotiation strategies for complex activities.
• Ability to evaluate legal and business risks and ramifications of proposed contractual terms.
• Consistently offer professional, engaging, and friendly service.

d) Duties and responsibilities

• Implement sound procurement policies, systems and procedures in accordance with company standards.
• Monitor vendors for quality, service and price through standard purchasing specifications.
• Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
• Calls for quotations for any items costing more than a certain amount (as per company policy) and inquire into prices from various suppliers.
• A minimum of three independent quotations must be obtained.
• Establish contracts to ensure reduced pricing for all operating areas of the hotel.
• Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.
• Ensures that all orders receiving dates are updated by the buyers according to the suppliers promised delivery dates.
• Ensures that all authorised or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
• Ensures and verifies that quotations are regularly updated and supplier’s new current prices are maintained.
• Ensure the efficient operation of the purchasing department in all aspects.
• Research and identify new products and services for the hotel in the market.
• Obtain written approval for established minimum/maximum stock levels by the financial controller and general manager.
• Checks, explain if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances,
• Approves all additional requests for new storeroom items, checking correct item description, unit, packing, category, and establishes Min/Max estimated stock levels.
• Verify the “pending orders” report on a daily basis, all pending orders are checked and verified regularly.
• On a daily basis prepare the list of to be cancelled orders and sent to accounts for deletion, with appropriate reasons.
• Issues regularly slow-moving items list.
• Identifies items for standing orders utilizing vendor’s logistics for regular deliveries to the hotel based on approved highly consumed items
• Ensures validity of items available, force issue obsolete items and follows up on action taken for disposal.
• Verifies that all documentation and proper quotations are maintained and filed according to policy and procedure requirements.
• Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
• Responsible for all administrative functions of the materials department, staffing, training and execution of other related duties.
• Responsible for all purchasing functions, quotations, quality, and availability.
• Responsible for physical control of all store items until issues, fully documented under strict control procedures (key control, timing schedule, authorised issue requests).
• Responsible for maintaining logical storeroom inventory levels operationally needed.
• Spot checks store room requests if properly maintained, verifies quantity requested and issued, proper items received by signatories and ID availability.
• Spot checks entered system quotations; period validity quotes locked by. Etc
• Ensures that the suppliers follow the rules relating to hygiene of goods delivered.
• Keeps all records in a way that they can be checked at any time for information or audit purposes.
• Maintains all documents, files and listings up-to-date and performs his duties in the most efficient manner.
• Willing to work a flexible schedule in order to accomplish all major responsibilities and task.