As a Procurement Manager, one should work with suppliers tonegotiate contracts for the purchase of required goods and keep accuraterecords of transactions trends.
Also to assist the Finance and Operational Departments inthe monitoring, reporting and controlling of Cost of Sales in the hotel,including audit and control, financial analysis and reporting, budgeting,forecasting etc.
PROCUREMENT MANAGER DUTIES ANDRESPONSIBILITIES :
Implementsound procurement policies, systems and procedures in accordance with Companystandards.
Monitorvendors for quality, service and price through standard purchasingspecifications.
Obtaincompetitive quotations for hotel requirements and ensure that the best productis sourced and purchased.
Callsfor quotations for any items costing more than a certain amount (As per companypolicy) and inquire into prices from various suppliers.
Aminimum of three independent genuine quotations must be obtained.
Establishcontracts to ensure reduced pricing for all operating areas of the hotel.
Receivesmarket list from the Executive Chef on a daily basis and arranges for deliveryof those items daily.
Ensuresthat all orders receiving dates are updated by the buyers according to thesuppliers promised delivery dates.
Ensuresthat all authorised or approved purchase orders are sent to their respectivesuppliers / vendors for delivery purposes on a daily basis.
Ensures& verifies that quotations are regularly updated and supplier’s new currentprice lists are maintained.
Ensurethe efficient operation of the procurement unit in all aspects.
Researchand identify new products and services for the hotel in the market.
Obtainswritten approval for established Minimum / Maximum stock levels by thefinancial controller and general manager.
Checks,explain if needed and approves delivered items issued by cost control regardingprice and quantity order variances.
Approvesall additional requests for new storeroom items, checking correct itemdescription, unit, packing, category and establishes Min / Max estimated stocklevels.
Verifythe 'pending orders' report on a daily basis, and all pending orders arechecked and verified regularly.
On adaily basis prepare the list of to be cancelled orders and sent to accounts fordeletion, with appropriate reasons.
Issuesregularly slow moving item lists.
Identifiesitems for standing orders utilising vendor's logistics for regular deliveriesto the hotel based on approved highly consumed items.
Ensuresvalidity of items available, force issue obsolete items and follows up onaction taken for disposal.
Verifiesthat all documentation and proper quotations are maintained and filed accordingto Policy and Procedure requirements.
Approvesall storeroom re-order requests, verifying quantities within the establishedMin / Max stock levels.
Responsiblefor all administrative functions of the Materials Department, staffing,training and execution of other related duties.
Responsiblefor all procurement functions, quotations, quality and availability.
Responsiblefor physical control of all store items until issued, fully documented understrict control procedures (key control, timing schedule,authorised issue requests).
Responsiblefor maintaining logical storeroom inventory levels operationally needed.
Spotchecks storeroom requests if properly maintained, verifies quantity requestedand issued, proper items received by signatories & ID availability.
Spot-checksentered system quotations, period validity quotes locked by, etc.
Ensuresthat the suppliers follow the rules relating to the hygiene of goods delivered.
Keepsall records in a way that they can be checked at any time for information oraudit purposes.
Maintainsall documents, files and listings up-to-date and performs his duties in themost efficient manner.
Willingto work a flexible schedule in order to accomplish all major responsibilitiesand tasks.
Strong negotiating and closing skills required, along with ademonstrated ability to develop negotiation strategies for complex activities.
Ability to evaluate legal and business risks and ramifications of proposedcontractual terms. Consistently offer professional, engaging and friendlyservice
Graduate or diploma in business studies or MBA in purchasingand supply. With good knowledge of MS office and Materials management software(MMS)
Previous Min 4 years experience as Asst. Procurement Manager4 years with expertise in the Hotel and Catering industry.