TITLE : Purchase In charge
DEPARTMENT : Purchase and Stores
DIVISION : Administration
REPORTING TO : Managing Director / Finance Manager
RESPONSIBLE FOR : To provide supplies and goods to support operations of restaurants by implementing best practices in purchase.
SCOPE:As a Purchasing In-Charge, one should work with suppliers to negotiate contracts for the purchase of required goods and keep accurate records of transactions trend.
Also to assist the Finance and Operational departments in the monitoring, reporting and controlling of Cost of Sales in the hotel/Restaurant, including audit and control, financial analysis and reporting, budgeting, forecasting etc.
PURPOSE:
§ To create standard procedures for purchase requisitions, procurement and storage of items
§ To negotiate for best market price and coordinate with the suppliers and vendor for timely delivery of items
INDICTORS OF SUCCESS:
§ To ensure proper hygienic storage methods are utilised to prevent food and other items
§ Oversee the ordering and control of stock levels at par during all time
§ To create value and remain open to new ideas and perspectives.
§ To demonstrate respect among the teams.
AREAS OF RESPONSIBILITY:
§ Implement sound purchasing 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/ Restaurant 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 for prices from various suppliers.
§ A minimum of three independent genuine quotations must be obtained.
§ Establish contracts to ensure reduced pricing for all operating areas of the hotel.
§ Responsible to get best payment terms with the vendors and suppliers and to avoid frequent cash purchase for regular and fast moving items.
§ To obtain maximum credit term approvals from the vendors and suppliers
§ Receives market list from the Head chef on a daily basis and arranges for delivery of those items daily at a fixed time.
§ Ensures that all orders receiving dates are updated by the items receivers in the Hotel / Restaurant, 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 \& verifies that quotations are regularly updated and supplier’s new current price lists are maintained.
§ Ensure the efficient operation of the Purchasing Department in all aspects.
§ Ensure that the purchase order requisition and the consumption are matching the operations requirements / demands for each division.
§ Research and identify new products and services for the hotel/ Restaurant in the market.
§ Obtains written approval for established Minimum / Maximum stock levels by the Managing Direction / Financial Manager.
§ Handling discrepancy arises due to difference in the LPO and Goods received at the Hotel / Restaurants. (Price \& Quantity order variances).
§ Approves all additional requests for new storeroom items, checking correct item description, unit, packing, and category and establishes minimum / maximum estimated stock levels.
§ Verify the 'pending orders' report on a daily basis, and 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.
§ Maintaining stock of regular slow moving item lists.
§ Identifies items for standing orders utilising 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 minimum /maximum stock levels.
§ Responsible for all administrative functions of the Purchase 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 issued, fully documented under strict control procedures (key control, timing schedule, authorised issue requests).
§ Responsible for maintaining logical storeroom inventory levels operationally needed.
§ Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories \& ID availability.
§ Spot-checks entered system quotations, period, validity, quotes, etc.
§ Ensures that the suppliers follow the rules relating to the hygiene of goods delivered.
§ Keeps all records in a way that they can be checked at any time for information or audit purposes.
§ Liaison with the Operations Manager, Resort Manager, Finance Manager, Storekeeper and Hotel / Restaurant Staffs.
§ Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
§ To be able to perform any additional scope of duties if requested by the management.
KEY SKILLS AND REQUIREMENTS:
§ Negotiation for payment terms and best price in the market
§ Experience and success in equivalent job roles
§ Executive communication on verbal and written
§ Prompt follow up for details and delivery of items
§ Punctual, organised and trustworthy
§ Professional appearance
§ Ability to manage other people
§ Ability to motivate staff
§ Attention to detail
§ Ability to resolve conflict in a constructive manner
§ Willingness to take initiative and make decisions
§ Ability to delegate tasks effectively
This performance role guide is not exhaustive, nor is it meant to be. Additional responsibility and tasks may be introduced where necessary.
I have read and understand the position description as outlined above.
Name:
Signature:
Date:
Pay: RO550.000 per month
Work Location: In person
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