Purchasing Officer

As a Purchasing Officer, your primary function is to carry out the day-to-day purchasing applications of the Hotel assigned while proactively ensuring that suppliers adhere to agreed service levels.

As a Purchasing Officer, your primary function is to carry out the day-to-day purchasing applications of the Hotel assigned while proactively ensuring that suppliers adhere to agreed service levels. The role exists to ensure efficient processing of all purchase requests from the Hotels and follow up until all requests are fulfilled. The Purchasing Officer must always assist in maintaining the inventory levels at the Hotel. Based on this premise the Purchasing Officer plays a vital role in achieving maximum efficiency & profitability.

Duties and Responsibilities:

• Develop and maintain open dialogue with the immediate supervisor to ensure he/she is aware of any outstanding issues within the Hotel. 
• Maintain open communication channels to all the Hotel’s department heads especially with closely linked areas i.e. cost control/stores/receiving & accounts.
• Ensure efficient processing of all purchase requests from Hotel departments and follow up until requests are fulfilled.
• Provide feedback and corrective action to all purchasing related issues.
• Constant dialogue with storekeeper and receiving personnel (critical)
• Assist in attaining desired inventory levels.
• Create Requisitions and Purchase Orders.
• Request quotations from suppliers that aid the decision-making process of choosing the right supplier.
• Assign Orders with designated suppliers.
• Follow up on deliveries slated for the current date.
• Communicate effectively on delivery and stock level status with the Hotel storekeeper, cost control, and receiver.
• Examine and Follow up with Suppliers on Non-Delivery Reports sent by receiving clerk.
• Create and submit Purchase Orders for each Supplier from the Market List.
• Create and submit Purchase Orders for Requisitions submitted from Operations/ Food & Beverage, requesting quotes where necessary.
• Review and action Market List; creating purchase orders from List.
• Check the Open Purchase Order Report to ensure all purchase orders have been actioned.
• Close open purchase orders not fulfilled by suppliers at the stated delivery periods 

Qualifications and Experience Required:

• A minimum of a first degree in Business Administration/Management.
• At least three years experience in a similar position.
• Experience in the hospitality industry is preferred.

Specific Skills and Competencies Required:

• General understanding of purchasing practices and principles.
• Ability to maintain a high level of accuracy in preparing and entering purchasing information.
• Experience in the fundamentals of supply management.
• Ability to maintain confidentiality concerning the supply chain management.
• Demonstrated problem solving skills, approaching problems and issues with well thought out and creative solutions and using initiative to review contingencies.
• Demonstrated well-developed communication and interpersonal skills, both written and verbal.
• Demonstrated skills in prioritization and time management to ensure that workload is managed effectively within agreed timeframes and deadlines.

Specific Knowledge Required:

• Knowledge of inventory management, budgeting, and negotiation.
• Working knowledge of the Microsoft Office Suite (i.e. Word, Excel, Outlook).