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Position Details: Purchasing Manager

Location: Nairobi, Kenya
Openings: 1

Description:

Grade:2  
Department:Finance     
Reporting Line:Financial Controller/General Manager   

Job Objectives 
• Responsible for every aspect of purchasing, receiving, storing and distribution of goods within the hotel. 
• Liaise with F&B and kitchen management on all food and beverage requirements.
• Liaise and advice with all Department Heads for individual department requirements and for economical order quantity. 
• Search for proper vendors or suppliers for good quality products and services.
• Control and maintain proper level of inventory. 
• Prepare reports, costing and statements as required by the Financial Controller. 
Primary Responsibilities 
• To ensure the efficient and cost effective purchasing of all Food, Beverage, General and operating equipment. 
• To liaise directly with Director of Food and Beverage/Executive Chef on all food and beverage requirements. 
• To prepare purchase specifications for food and beverage in coordination with the Executive Chef and Director of Food and Beverage. 
• To liaise with all Department Heads for individual department requirements and to advise for economical order quantity and to set Par Stock levels for all the items in coordination with them. 
• To obtain and coordinate with Head of Departments for purchase specifications. 
• To ensure that proper operating standards are adhered to in the areas of purchasing, receiving, storing and issuing. 
• To ensure that every department in the hotel receives goods and services as required and to the standard of the hotel. 
• To ensure that all the Company Policies, Procedures and Minimum Standards are adhered to. 
• To understand and maintain vendor reference file and quality control systems to ensure all the vendors maintain quality and hygiene standards. 
• To conduct the market surveys constantly in order to test new products and to get better quotes. 
• To liaise with the Head Store Keeper for the storage and issuing of Dry Goods, Beverage, General and Operating Equipment. 
• To implement par stocks and re-order points for all the Main Store Items. 
•To represent the Purchasing Department in the Hotel’s Executive Committee. 
• To keep the Executive Committee members and Department Heads updated on price variances, costing and supplier information. 
• To control all inventory items maintaining minimum working stock levels. 
• To manage and process Purchase Requests on receipt, ensuring 3 Quotations are obtained 
• To review the most competitive price for each product. 
• To liaise with the Accounts Department to ensure price queries are dealt with effectively and accurately to ensure prompt supplier payment. 
• To coordinate and undertake month-end stock take of all the Main Stores under Purchasing. 
• Department ensuring that all the Hotel’s Policies and Procedures are maintained. 
• To ensure that the Departmental Operations Module for the various areas of Purchasing. 
• Department are updated. 
• Other job was assigned by supervisory. 

Financial 
 
• To ensure that Hotel expenses are minimized through the use of effective Purchasing and by 
• Obtaining the most competitive prices for goods and services. 
• To monitor on daily basis, Hotel expenditure for all the purchases. 
•To keep the inventories as low as possible and supply the Hotel operation’s needs properly and maximize inventory turnover. 
• To ensure that inventoried items are stored properly and issued in rotation to minimize wastage and spoilage. 
• To monitor all costs in his department and recommend measures to control them.  
• To prepare reports, costing and statements as required by the Financial Controller. 
• To implement all operating and control procedures to ensure that movement of goods into and within the Hotel is properly accounted for. 

Administration  

• To maintain all the department records and forms as dictated by the Hotel policies and procedures. 
• To ensure that all the data should updated in the computer properly and on time to enable to obtain the information when required. 
• To ensure efficient vendor/general filing system to be adhered. 
• To keep the management update for all the new products and provide background information on previous purchases, maintain proper supplier records with regards to cost, service and credibility.

Personnel and Training
 
• To interview and suggest to the Financial Controller and Director of Human Resources for department employee selection. 
• To ensure discipline and punctuality of the department. 
• To plan and implement effective skills training programs in conjunction with the Training. 
•Manager and Departmental Trainer.To maintain a close working team ensuring a high morale is maintained within the department and by taking an active interest in their welfare and safety. 
• To hold regular Department Briefings and Discussions on operations. 
•To ensure that all employees have a complete understanding of Hotel’s Employee Rules and Regulations and adhere to the Hotel’s policies relating to Fire, Hygiene, Health and Safety.

Administrative Responsibilities 
 
• As a part of the Hotel Management Team, attend morning briefings as required. 
• To carry out any other reasonable duties and responsibilities as assigned. 
• To perform as a Duty Manager as scheduled. 
• To respond to the changes as dictated by the hotel. 
• To communicate effectively with all the Departments of the hotel. 
• To maintain a good working relationship with colleagues and all the other departments. 
• Co-ordinate with all departments to speed up the process. 
• Interact with suppliers to get the best products at competitive prices. 
• Performs other tasks in the absence of the Purchasing Manager. 

Job Requirement 
 
• Minimum education of Bachelor degree in Business Administration or relevant discipline 
• Thorough purchasing experience at least 5 years with a minimum of 2 years in managerial level. Exposure in a hospitality business is a must 
• Possess ability to deal and negotiate with vendors and suppliers effectively.  
• Have good English communication skills both in written and spoken.
• Computer literate 
• Possess professional disposition with excellent communication and interpersonal skills.


 


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