Procurement Manager

SUMMARY:
Our client within the Hospitality industry is looking for an experienced Procurement Manager who has in dept experience within the hospitality industry. The company is based in the Northern Pretoria area.

POSITION INFO:
Job Purpose: 

You work with suppliers to negotiate contracts for the purchase of required goods and keep accurate records of transactions trends.
You will also assist the Finance and Operational Departments in the monitoring, reporting and controlling of Cost of Sales in the hotel, including audit and control, financial analysis and reporting, budgeting, forecasting etc. Assist with purchasing on special projects as assigned by senior management

Requirements: 

• Matric / Grade 12 (Essential)
• Accounting or Financial qualification (Desirable).
• Minimum of 5 years’ experience in Purchasing (Essential).
• Cost Control / procurement in hotels (Essential).
• Reporting of hotel performance relating to Procurement / Purchasing (Essential).
• Driver’s license (Essential)

• In depth understanding of the hotel industry. (Essential)
• In depth understanding of cost control (Essential)
• In depth understanding of hotel F&B (Essential)
• Clear understanding of accepted standards of recordkeeping in line with statutory and interim and annual audit requirements (Essential).
• Clear understanding of internal audits and annual audits.
• In depth understanding of POS and inventory system reporting packages (Essential).
• English proficiency (Essential).
• Computer literacy of MS Office (Essential)
• Proficient with Inventory system and POS (Essential)
• Driver’s license (Essential).
• Exemplary customer satisfaction skills, including dealing effectively with the guests, head of departments and staff,
• both in person and over the telephone.
• Teamwork and developing consensus.
• Creative and innovative techniques for performing assignments.
• Proper English usage, spelling, grammar, and punctuation.
• Business correspondence formatting.
• Time management.
• Computer literacy, related to the work.

• 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 requirements and ensure that the best product is sourced and purchased in conjunction with purchasing system supplier (Wanama)
• 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 genuine quotations must be obtained for items with a cost in excess of R 7 000 Establish contracts to ensure reduced pricing for all operating areas of the hotel in conjunction with purchasing system supplier (Wanama)
• 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 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.
• Research and identify new products and services for the hotel in the market.
• Obtains 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 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, 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.
• Issues regularly slow-moving item lists.
• 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 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 locked by, etc.
• Ensures that the suppliers follow the rules relating to the hygiene of goods delivered.
• Ensure hygiene/health and safety standards in all storerooms.
• Keeps all records in a way that they can be checked at any time for information or audit purposes.
• Liaison with all HOD’s in terms of their purchasing requirements
• Maintains all documents, files and listings up-to-date and performs his duties in the most efficient manner. Coordinate bi-monthly and monthly stock count process for all inventory items. This includes preparation for counts/printing of stock sheets/input of closing stock quantities/printing of variances/produce of all other month end reports
• Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.