The Procurement Manager ensures the correct price and correct product is obtained at the correct time for operations to function efficiently, has to ensure the day-to-day processing of all invoices by ensuring that necessary backup and approvals are obtained in accordance with hotel accounting and financial controls, and within the policies and procedures as outlined in HOTELKIT/ICQ, hotel and corporate policies and guidelines, and the hotel’s business plan.

TASKS, DUTIES AND RESPONSIBILITIES

GENERAL RESPONSIBILITIES

·         Ensures the lowest cost, consistent with the required quality and product accuracy for all inventory related purchases

·         Regular price comparison is done

·         Initiates purchase requisitions as require

·         Identifies local vendors if preferred RHG suppliers cannot assist with the requirement and negotiate price/rates together with the relevant department head

·         Maintains working and fair relationships with local vendors

·         Assures timely deliveries at the lowest cost by handling and processing orders

·         Clear communication to relevant department head on short or no stock and estimated time of restoration

·         Assures purchase requisitions are properly approved

·         Maintains follow up system is in place on all purchases and current and outstanding credit notes

·         Ensure credit notes are received and processed within the month they are require

·         Verify prices on invoices are correct

·         Maintain pricing catalogues and informed relevant department of all price fluctuations. Together with the HOD the impact of the price increase / decrease needs to be evaluated

·         Inform Senior Director of procurement MEA of any unexpected price increase of the RHG preferred supplier lists.

·         Assures stocks are up to par. Par stocks for stores need to be established with relevant HOD on a seasonal or business occupancy basis

·         Captures and files executed purchase requisitions

·         Informs receiving clerk & security of deliveries for the day, week or month

·         Orders are to be placed timeously to ensure no stock shortages, inform HOD team of any stock shortages and out of stock items.

·         Assist HOD’s in achieving their required COS % targets, and departmental profits

·         Ensure food and beverage cost prices are kept in line with menu costing

·         Attends menu engineering meetings with Food and Beverage Manager and Executive Chef

·         Prepares a daily purchase report and send to relevant HOD

·         Assists food and beverage department by equipping them with the relevant cost prices of items

·         Maintain the product code within 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 Lead with COS%

·         Maintain and communicate departmental expense reports for stationery, cleaning, guest supplies, consumables, and paper supplies

·         Ensure 100% compliance will all ICQ policies and procedures

·         Update and maintain LSOP vs Hotelkit SOP

·         Conduct weekly bar sales spot check, compare SOH vs sales report, submit feedback to F&B Manager to investigate and explain, and keep Financial Controller and General Manager in copy

INVOICE CONTROLLING

·         Processes all invoices

·         Compares invoice prices and quantities and terms with the purchase orders/delivery notes

·         Checks calculation of invoices horizontally and vertically- if incorrect notify supplier for correction

·         Ensures that all relevant documentation is attached to invoices (i.e. purchase orders, delivery notes, invoice print out from accounting system, signed quote)

·         Ensures that all relevant signatures are obtained

·         Ensures that all receiving is happening in accordance with local SOP

SECURITY AND SAFETY OF STORES

·         To ensure maximum security of all storeroom areas, that no unauthorized person enters the stores or is issued with a key allowing access.

·         To check the key register daily (every morning) to who has entered the storerooms after hours and compare to transfer receipts and stock taken.

·         To ensure that hygiene standard within the receiving bay is maintained as well as the hygiene of the scale and trolleys.

·         To ensure that storerooms are always packed neatly (FIFO)

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

·         Encourages a general awareness of health and safety

·         Anticipates possible and probable hazards and conditions and reports them to the relevant manager

·         Ensures that the highest standards of personal hygiene, dress, appropriate uniform, appearance, and conduct is maintained

STANDARD OPERATING PROCEDURE

·         Ensure that all buyers have individual log ins to Sage system – log ins may not be shared

·         All suppliers have signed a signed Purchasing Code of Conduct on file

·         Preferred supplier list is drafted and signed off by Procurement Manager, Financial Controller and General Manager every 6 months of every time a supplier is added

·         All steward sales are approved by management and is as per local tax legislation

·         Follow the RHG procurement policy:

·         Authority of ordering

·         Authority of receiving

·         Approval rights as per capped amounts

·         All purchases of goods and services initiated by properly authorised requisitions and / or purchase orders prior to purchase

·         Competitive bidding procedures for all suppliers outside of corporate and regional PIN system (i.e., for all transactions with a value over EUR 5,000, it is mandatory to receive quotations

·         Purchases from non-preferred suppliers justified, documented, and approved by a supervisor

·         All deliveries checked against approved purchase orders (or market list for Food deliveries), delivery notes and physical goods (number of items and weight)

·         Proper scale in use and its accuracy checked periodically, at least yearly

·         All items bought in by weight are to be weighed on scale in receiving area

·         Compare invoice prices and terms with the purchase orders

·         Compare invoice quantities with purchase orders and delivery note

·         Submit invoices to AP to receive purchase orders and invoices for all deliveries for the day

·         Prepare receiving area for deliveries (i.e.: trolleys, storage containers)

·         Standardize receiving area, receiving desk, stationery etc.

·         All goods to be packed in stores neatly, using the first in first out principal

·         Expiry dates to be checked on goods, prior to storage

·         All refrigerated and frozen items temperatures to be checked and to be within the hygiene standards, any items not within the temperature range are to be returned

·         No items to remain in the receiving bay unattended

MINIMUM REQUIREMENTS:

·         Full knowledge and experience within Hospitality and Financial environment.

·         Previous experience of a minimum of 3-4 years’ experience in a similar position

·         Ability to consistently deliver and exceed service standards

·         Personal integrity, with the ability to work in an environment that demands excellence

·         Strong communication and listening skills

·         Ability to work collaboratively across functions and cultures

·         Skilled with Microsoft Office software, especially in Excel

·         An open, positive and communicative personality

·         Ability to handle multiple challenging priorities and assignments.

·         Flexible and able to work shifts

The Procurement Manager ensures the correct price and correct product is obtained at the correct time for operations to function efficiently, has to ensure the day-to-day processing of all invoices by ensuring that necessary backup and approvals are obtained in accordance with hotel accounting and financial controls, and within the policies and procedures as outlined in HOTELKIT/ICQ, hotel and corporate policies and guidelines, and the hotel’s business plan.

TASKS, DUTIES AND RESPONSIBILITIES

GENERAL RESPONSIBILITIES

·         Ensures the lowest cost, consistent with the required quality and product accuracy for all inventory related purchases

·         Regular price comparison is done

·         Initiates purchase requisitions as require

·         Identifies local vendors if preferred RHG suppliers cannot assist with the requirement and negotiate price/rates together with the relevant department head

·         Maintains working and fair relationships with local vendors

·         Assures timely deliveries at the lowest cost by handling and processing orders

·         Clear communication to relevant department head on short or no stock and estimated time of restoration

·         Assures purchase requisitions are properly approved

·         Maintains follow up system is in place on all purchases and current and outstanding credit notes

·         Ensure credit notes are received and processed within the month they are require

·         Verify prices on invoices are correct

·         Maintain pricing catalogues and informed relevant department of all price fluctuations. Together with the HOD the impact of the price increase / decrease needs to be evaluated

·         Inform Senior Director of procurement MEA of any unexpected price increase of the RHG preferred supplier lists.

·         Assures stocks are up to par. Par stocks for stores need to be established with relevant HOD on a seasonal or business occupancy basis

·         Captures and files executed purchase requisitions

·         Informs receiving clerk & security of deliveries for the day, week or month

·         Orders are to be placed timeously to ensure no stock shortages, inform HOD team of any stock shortages and out of stock items.

·         Assist HOD’s in achieving their required COS % targets, and departmental profits

·         Ensure food and beverage cost prices are kept in line with menu costing

·         Attends menu engineering meetings with Food and Beverage Manager and Executive Chef

·         Prepares a daily purchase report and send to relevant HOD

·         Assists food and beverage department by equipping them with the relevant cost prices of items

·         Maintain the product code within 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 Lead with COS%

·         Maintain and communicate departmental expense reports for stationery, cleaning, guest supplies, consumables, and paper supplies

·         Ensure 100% compliance will all ICQ policies and procedures

·         Update and maintain LSOP vs Hotelkit SOP

·         Conduct weekly bar sales spot check, compare SOH vs sales report, submit feedback to F&B Manager to investigate and explain, and keep Financial Controller and General Manager in copy

INVOICE CONTROLLING

·         Processes all invoices

·         Compares invoice prices and quantities and terms with the purchase orders/delivery notes

·         Checks calculation of invoices horizontally and vertically- if incorrect notify supplier for correction

·         Ensures that all relevant documentation is attached to invoices (i.e. purchase orders, delivery notes, invoice print out from accounting system, signed quote)

·         Ensures that all relevant signatures are obtained

·         Ensures that all receiving is happening in accordance with local SOP

SECURITY AND SAFETY OF STORES

·         To ensure maximum security of all storeroom areas, that no unauthorized person enters the stores or is issued with a key allowing access.

·         To check the key register daily (every morning) to who has entered the storerooms after hours and compare to transfer receipts and stock taken.

·         To ensure that hygiene standard within the receiving bay is maintained as well as the hygiene of the scale and trolleys.

·         To ensure that storerooms are always packed neatly (FIFO)

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

·         Encourages a general awareness of health and safety

·         Anticipates possible and probable hazards and conditions and reports them to the relevant manager

·         Ensures that the highest standards of personal hygiene, dress, appropriate uniform, appearance, and conduct is maintained

STANDARD OPERATING PROCEDURE

·         Ensure that all buyers have individual log ins to Sage system – log ins may not be shared

·         All suppliers have signed a signed Purchasing Code of Conduct on file

·         Preferred supplier list is drafted and signed off by Procurement Manager, Financial Controller and General Manager every 6 months of every time a supplier is added

·         All steward sales are approved by management and is as per local tax legislation

·         Follow the RHG procurement policy:

·         Authority of ordering

·         Authority of receiving

·         Approval rights as per capped amounts

·         All purchases of goods and services initiated by properly authorised requisitions and / or purchase orders prior to purchase

·         Competitive bidding procedures for all suppliers outside of corporate and regional PIN system (i.e., for all transactions with a value over EUR 5,000, it is mandatory to receive quotations

·         Purchases from non-preferred suppliers justified, documented, and approved by a supervisor

·         All deliveries checked against approved purchase orders (or market list for Food deliveries), delivery notes and physical goods (number of items and weight)

·         Proper scale in use and its accuracy checked periodically, at least yearly

·         All items bought in by weight are to be weighed on scale in receiving area

·         Compare invoice prices and terms with the purchase orders

·         Compare invoice quantities with purchase orders and delivery note

·         Submit invoices to AP to receive purchase orders and invoices for all deliveries for the day

·         Prepare receiving area for deliveries (i.e.: trolleys, storage containers)

·         Standardize receiving area, receiving desk, stationery etc.

·         All goods to be packed in stores neatly, using the first in first out principal

·         Expiry dates to be checked on goods, prior to storage

·         All refrigerated and frozen items temperatures to be checked and to be within the hygiene standards, any items not within the temperature range are to be returned

·         No items to remain in the receiving bay unattended

MINIMUM REQUIREMENTS:

·         Full knowledge and experience within Hospitality and Financial environment.

·         Previous experience of a minimum of 3-4 years’ experience in a similar position

·         Ability to consistently deliver and exceed service standards

·         Personal integrity, with the ability to work in an environment that demands excellence

·         Strong communication and listening skills

·         Ability to work collaboratively across functions and cultures

·         Skilled with Microsoft Office software, especially in Excel

·         An open, positive and communicative personality

·         Ability to handle multiple challenging priorities and assignments.

·         Flexible and able to work shifts