DESCRIPTION:

As a Purchasing Manager, the role involves working with suppliers to negotiate contracts for the purchase of required goods and maintaining accurate records of transaction trends. The individual will also support the Finance and Operational Departments in monitoring, reporting, and controlling the Cost of Sales, including activities such as audits, financial analysis, reporting, budgeting, and forecasting. Additionally, the role includes assisting with special projects as assigned by senior management.

MAIN DUTIES:

• Implement and maintain effective purchasing policies, systems, and procedures aligned with company standards.
  
• Monitor vendors for quality, service, and pricing through standard purchasing specifications.
  
• Obtain competitive quotations for the organization's requirements, ensuring the best products are sourced and purchased.
  
• Call for quotations on items exceeding a specific cost threshold and gather at least three independent quotes for items priced above the set limit.
  
• Negotiate contracts to ensure reduced pricing across all operational areas.
  
• Receive daily market lists from relevant departments and coordinate the timely delivery of items. Ensure that all delivery dates are updated per suppliers’ commitments.
  
• Ensure all authorized purchase orders are dispatched to respective vendors for daily delivery.
  
• Verify and maintain up-to-date quotations and suppliers' current price lists. Ensure efficient operation of the purchasing department.
  
• Research and identify new products and services for procurement.
  
• Obtain written approval for the establishment of minimum/maximum stock levels.
  
• Review and approve delivered items, resolving discrepancies in price or quantity.
  
• Approve new storeroom items, confirming descriptions, units, packing, and establishing stock levels.
  
• Verify and manage the 'pending orders' report, ensuring that orders are checked and verified regularly.
  
• Prepare and send a list of cancelled orders to the accounts team with the appropriate explanations.
  
• Monitor slow-moving item lists and identify products for standing orders based on consumption patterns.
  
• Ensure the validity of items available and follow up on obsolete stock for disposal.
  
• Maintain proper documentation and quotations according to policy and procedure.
  
• Approve storeroom re-order requests within the established stock levels.
  
• Ensure suppliers adhere to hygiene standards for delivered goods.
  
• Maintain health and safety standards in all storerooms.
  
• Keep records in a way that they can be accessed for audit purposes.
  
• Liaise with all department heads regarding their purchasing needs.
  
• Maintain up-to-date documents and files, and perform duties efficiently.
  
• Coordinate regular stock count processes and prepare relevant reports.
  
• Be flexible with working hours to accomplish key responsibilities.
  

JOB KNOWLEDGE & SKILLS REQUIRED:

• In-depth understanding of the hospitality industry.
  
• Strong knowledge of cost control procedures.
  
• Clear understanding of hotel food and beverage operations.
  
• Proficient in recordkeeping in line with statutory and audit requirements.
  
• Experience in conducting internal and annual audits.
  
• Proficient in POS and inventory system reporting packages.
  
• Fluency in English.
  
• Computer literacy in MS Office.
  
• Skilled in inventory systems and POS.
  
• A valid driver’s license.
  
• Strong customer service skills, including interacting with guests and staff.
  
• Teamwork and consensus-building abilities.
  
• Innovative and creative approach to task execution.
  
• Proficiency in business correspondence, including proper English usage, grammar, and punctuation.
  
• Time management skills.
  
• Computer literacy relevant to the role.
  

Requirements

• Matriculation (Essential).
  
• Accounting or Financial qualification (Desirable).
  
• A valid driver’s license (Essential).
  
• Minimum of 5 years’ experience in Purchasing (Essential).
  
• Experience in Cost Control / Procurement within the hotel industry (Essential).
  
• Experience in reporting hotel performance related to procurement/purchasing (Essential).