Purchasing Manager

What is the job?

Manage and control purchasing systems and procedures to continually improve the supply chain process, ensure cost effective contracting of products and services, and promote compliance internally with established standards. Ensure timely availability of the material and services.

Your day to day

FINANCIAL RETURNS

• Translates operating forecasts into material requirements plans and thereby determines standard stock and re-order levels with Department Heads and Management

• Provide input into the hotel’s operating budget based on forecasting and assessment of current purchasing levels.

• Participates in negotiations for service contracts

• Identifies and develops reliable sources of supply

• Identifies and organizes adequate storage for all perpetual inventory items and implements corporate policy, products and initiatives in order to maximize cost effectiveness

• Keeps abreast of the marketplace as to innovation and value

• Obtains competitive quotations and bid.

• Purchase materials in a timely manner and at the lowest cost

• Support and drive the profit assurance plan

• Follow up on the supplies and purchase orders

• Perform open purchase order audit on monthly basis

• Initiate and drive Tender, Supplier Selection and product selection process.

• Vendors, key suppliers – to place order, ensure product delivery schedules, discuss pricing or billing issues

• Supervises the hotels print shop to ensure timely and economical production of printed material

• Maintain internal controls over the requisitioning and issuing of items; develop and maintain purchase order system; direct the delivery of supplies to appropriate

• departments or storage areas, and ensure reports and records are updated and forwarded to the appropriate contact for payment, based on company and hotel policies and procedures.

• Perform related duties and special tasks assigned by the Director of Finance & Business Support.

PEOPLE

• Processes purchase requests from departments

• Place approved orders

• Works with Superior on manpower planning and management needs

• Planning for future staffing needs

• Preparing detailed induction/on-boarding programmes for new staff.

GUEST EXPERIENCE

• Build and maintain positive relationships with all customers and guests in order to exceed their needs

• Take action to address these needs in order to exceed their expectations.

• Notify departments concerned of arriving materials so that items may be removed promptly from receiving area.

• Ensure that all incoming merchandise is undamaged, in quantities as indicated in the accompanying invoice/delivery docket and meets the IHG quality standards

RESPONSIBLE BUSINESS

• Establishes adequate record keeping

• Establishes standard purchasing specifications

• Ensures products and resources are assigned to the appropriate department and billed accordingly

• Strict implementation of the Control Self-Assessment (CSA) and achieve 100% score in CSA Audit of Purchase category

• Ensures that market surveys are completed in coordination with the Executive Chef, F&B Manager and Accountant

• Demonstrate Awareness of OH&S policies and procedures and ensure all procedures are conducted safely and within OH&S guidelines and ensure your direct reports do the same

• Be aware of duty of care and adhere to occupational, health and safety legislation, policies and procedures

• Be familiar with property safety, first aid and fire and emergency procedures and enforce these in your areas

• Initiate action to correct a hazardous situation and notify supervisors of potential dangers

• Ensure security incidents and accidents are logged, investigated and rectified to prevent future catastrophes

Required Skills

• Demonstrated ability to interact with customers, employees and third parties that reflects highly on the hotel, the brand and the Company. Proficient in the use of Microsoft Office. Possesses problem solving, reasoning, motivating, organizational and training abilities. Has good writing skills.

• Experience in working internationally and cross - culturally in the hospitality industry

• Able to quickly and accurately assess the scope of implementation of proposed innovation and keeping in with the current trends and innovation in the industry

• Extensive and credible appreciation of brands

• Enquiring mind with an understanding of innovation and guest experience and the challenges involved in implementing successful change within the hotel operation

• Strong analytical and interpersonal communication skills. Able to network and influence peers and senior management with credible and compelling arguments

• Must be challenging, diplomatic and able to work across all levels of the organization

• A good ‘real world’ sensibility when applying strategic solutions

• High level of capability and credibility in influencing colleagues across functions

• High degree of personal drive, self starter and able to work independently without regular direct management

• Able to apply creative methodologies and thinking to the tasks

• Strong communication skills, both written and verbal; articulate, persuasive & influential; systematic and timely’’

Qualifications

• Bachelor’s degree in Materials, Purchasing Management or related field degree related to finance and accounting.

Experience

• 3 years’ related experience or an equivalent combination of education and work-related experience