PRIMARY OBJECTIVE OF POSITION

To procure quality food, beverages, materials, equipment, supplies, and services for the hotel while minimizing costs.  To control and reconcile food and beverage costs by thoroughly analyzing invoices, requisitions, products received, menus and production. This function should be proactive and recommending alternative action in every aspect and operates in line with Hotel and Corporate policies and guidelines.

TASKS, DUTIES AND RESPONSIBILITIES

• Ensures the lowest cost consistent with required quality standards on a timely basis by procuring foods, beverages, materials, services, equipment and supplies within the RHG supplier platform
• Ensures competitive pricing is used for all foods, beverages, cleaning supplies, consumable supplies and materials. All pricing variances to be communicated to Procurement Lead
• Quarterly price comparisons to be performed
• Initiates purchase requisitions as required for main stores but not limited to
• Identifies local vendors if preferred RHG suppliers cannot assist with the requirement and negotiates rates/price together with relevant department head and informs RHG Procurement (In line with SOP)
• Maintains working relationships with local vendors through respective agents/reps
• Ensures timely deliveries at the lowest cost by handling and processing orders
• Ensures that all stock received and issued within the system (Materials Control) is done daily which also allows for segregation between Storeman and Procurement Officer
• Maintains a follow-up system on all purchases, invoices and credit notes
• Verifies price on corporate contract items
• Follows corporate guidelines on purchasing from corporate suppliers
• Supervisors receiving, storage and distribution of all goods to effectively and efficiently meet hotel and corporate requirements
• Ensures that purchased items adhere to corporate standards; takes corrective action as required
• Ensures that all merchandise on invoices is counted or weighed
• Verifies information on dates and prices of goods
• Maintains all necessary control records and reports
• Compile all invoices, credit notes and requisitions for the day and hand over to Accounts Payable.
• Maintain pricing catalogues and inform relevant departments of all price fluctuations. The impact of the price increase/decrease to be evaluated together with the HOD. 
• Ensures orders are placed timeously to maintain Par levels
• Par levels to be established by relevant HOD’s base on season, occupancies and demand
• Performs regular Inventory Counts as well as regular spot checks
• Performs Operating Equipment Stock Take Twice Per Annum
• Performs stock rotation according to expiry dates together with Storeman
• Communicates to Storeman all deliveries for the day, week and month
• Ensure orders are placed in conjunction with Functions Sheets to have sufficient stock
• Processes and files executed requisitions adequately, timeously and securely
• Ensures Inventory System (Materials Control), is kept up to date with current invoices and requisitions.
• Maintains the competitive status and profitability of the purchasing operation by monitoring industry trends and recommending appropriate action to be taken
• Provides assistance in the calculation of cost of all selling items based on purchase price and market
• Assist departments in achieving their required COS % targets
• Ensure food and beverage cost prices are kept in line with approved menu costings
• Prepares a daily purchase report and send to relevant department heads
• Maintain the product code with in the inventory system to ensure that no duplicate codes are created and purchase orders are created therefore with only the correct codes
• As the recipient with access to the inventory control system and access to pricing, assist with month stock and relevant HOD with COS%
• Regularly reviews ICQ requirements and performs test to ensure compliance

 ADHOC:

• From time to time the Lead Finance or Assistant Lead Finance will require reports to be compiled for the purpose of review & investigation in order to mitigate any potential risks for the business or personnel

LAWS, REGULATIONS AND POLICIES

• Follows all applicable laws, especially in accounting policies, procedures and guidelines
• Conducts all work according to guidelines in D-Place

EMPLOYEE RELATIONS

• Fosters and develops effective employee relations throughout the department and the hotel
• Establishes and maintains effective internal communications with team members as well as other departments.

RESPONSIBLE BUSINESS

• Shows involvement and is interested in environmental and or social & ethical issues by participating in responsible business activities
• Promotes the Responsible Business program to guests at all times
• Is actively involved in finding ways of reducing waste and minimizing energy usage

HEALTH AND SAFETY

• Ensures that all potential and real hazards are reported and reduced immediately
• Fully understands the hotel’s fire, emergency, and bomb procedures
• Stimulates and encourages a general awareness of health and safety in tasks and activities carried out within the department
• Ensures the safety of the people and property within the premises by applying hotel regulations, adhering to existing laws and regulations
• Anticipates possible and probable hazards and conditions and either corrects them or take action to prevent them from happening
• Ensures that the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct of hotel employees is maintained at all times.

MISCELLANEOUS

• Attends meetings and training required by the Curator
• Assists colleagues to perform similar or related jobs when necessary
• Ensures guest satisfaction by attending to their requests and inquires courteously and efficiently
• Accepts flexible work schedule necessary for uninterrupted service to hotel guests and the hotel’s stakeholders
• Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to immediate manager.   Continuously seeks to endeavour and improve the department’s efficient operation, and own knowledge of the job function
•   Is well updated on, and possesses solid knowledge of the following:

                              Hotel health and safety policies and procedures

                              Hotel facilities and nearby sights of interest and importance (i.e hospitals, stations, tourist sights)

                              Hotel standards of operation and departmental procedures

                              Accepted methods of payment by the hotel

                              Short and long-term hotel as well as corporate marketing and promotional programs

                              Corporate clients and clients generating high business volume

• Follows any reasonable instruction given by the Curator or an Executive Team member

ARE YOU READY?

PRIMARY OBJECTIVE OF POSITION

To procure quality food, beverages, materials, equipment, supplies, and services for the hotel while minimizing costs.  To control and reconcile food and beverage costs by thoroughly analyzing invoices, requisitions, products received, menus and production. This function should be proactive and recommending alternative action in every aspect and operates in line with Hotel and Corporate policies and guidelines.

TASKS, DUTIES AND RESPONSIBILITIES

• Ensures the lowest cost consistent with required quality standards on a timely basis by procuring foods, beverages, materials, services, equipment and supplies within the RHG supplier platform
• Ensures competitive pricing is used for all foods, beverages, cleaning supplies, consumable supplies and materials. All pricing variances to be communicated to Procurement Lead
• Quarterly price comparisons to be performed
• Initiates purchase requisitions as required for main stores but not limited to
• Identifies local vendors if preferred RHG suppliers cannot assist with the requirement and negotiates rates/price together with relevant department head and informs RHG Procurement (In line with SOP)
• Maintains working relationships with local vendors through respective agents/reps
• Ensures timely deliveries at the lowest cost by handling and processing orders
• Ensures that all stock received and issued within the system (Materials Control) is done daily which also allows for segregation between Storeman and Procurement Officer
• Maintains a follow-up system on all purchases, invoices and credit notes
• Verifies price on corporate contract items
• Follows corporate guidelines on purchasing from corporate suppliers
• Supervisors receiving, storage and distribution of all goods to effectively and efficiently meet hotel and corporate requirements
• Ensures that purchased items adhere to corporate standards; takes corrective action as required
• Ensures that all merchandise on invoices is counted or weighed
• Verifies information on dates and prices of goods
• Maintains all necessary control records and reports
• Compile all invoices, credit notes and requisitions for the day and hand over to Accounts Payable.
• Maintain pricing catalogues and inform relevant departments of all price fluctuations. The impact of the price increase/decrease to be evaluated together with the HOD. 
• Ensures orders are placed timeously to maintain Par levels
• Par levels to be established by relevant HOD’s base on season, occupancies and demand
• Performs regular Inventory Counts as well as regular spot checks
• Performs Operating Equipment Stock Take Twice Per Annum
• Performs stock rotation according to expiry dates together with Storeman
• Communicates to Storeman all deliveries for the day, week and month
• Ensure orders are placed in conjunction with Functions Sheets to have sufficient stock
• Processes and files executed requisitions adequately, timeously and securely
• Ensures Inventory System (Materials Control), is kept up to date with current invoices and requisitions.
• Maintains the competitive status and profitability of the purchasing operation by monitoring industry trends and recommending appropriate action to be taken
• Provides assistance in the calculation of cost of all selling items based on purchase price and market
• Assist departments in achieving their required COS % targets
• Ensure food and beverage cost prices are kept in line with approved menu costings
• Prepares a daily purchase report and send to relevant department heads
• Maintain the product code with in the inventory system to ensure that no duplicate codes are created and purchase orders are created therefore with only the correct codes
• As the recipient with access to the inventory control system and access to pricing, assist with month stock and relevant HOD with COS%
• Regularly reviews ICQ requirements and performs test to ensure compliance

 ADHOC:

• From time to time the Lead Finance or Assistant Lead Finance will require reports to be compiled for the purpose of review & investigation in order to mitigate any potential risks for the business or personnel

LAWS, REGULATIONS AND POLICIES

• Follows all applicable laws, especially in accounting policies, procedures and guidelines
• Conducts all work according to guidelines in D-Place

EMPLOYEE RELATIONS

• Fosters and develops effective employee relations throughout the department and the hotel
• Establishes and maintains effective internal communications with team members as well as other departments.

RESPONSIBLE BUSINESS

• Shows involvement and is interested in environmental and or social & ethical issues by participating in responsible business activities
• Promotes the Responsible Business program to guests at all times
• Is actively involved in finding ways of reducing waste and minimizing energy usage

HEALTH AND SAFETY

• Ensures that all potential and real hazards are reported and reduced immediately
• Fully understands the hotel’s fire, emergency, and bomb procedures
• Stimulates and encourages a general awareness of health and safety in tasks and activities carried out within the department
• Ensures the safety of the people and property within the premises by applying hotel regulations, adhering to existing laws and regulations
• Anticipates possible and probable hazards and conditions and either corrects them or take action to prevent them from happening
• Ensures that the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct of hotel employees is maintained at all times.

MISCELLANEOUS

• Attends meetings and training required by the Curator
• Assists colleagues to perform similar or related jobs when necessary
• Ensures guest satisfaction by attending to their requests and inquires courteously and efficiently
• Accepts flexible work schedule necessary for uninterrupted service to hotel guests and the hotel’s stakeholders
• Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to immediate manager.   Continuously seeks to endeavour and improve the department’s efficient operation, and own knowledge of the job function
•   Is well updated on, and possesses solid knowledge of the following:

                              Hotel health and safety policies and procedures

                              Hotel facilities and nearby sights of interest and importance (i.e hospitals, stations, tourist sights)

                              Hotel standards of operation and departmental procedures

                              Accepted methods of payment by the hotel

                              Short and long-term hotel as well as corporate marketing and promotional programs

                              Corporate clients and clients generating high business volume

• Follows any reasonable instruction given by the Curator or an Executive Team member

ARE YOU READY?