Purchasing Manager Job

Job Title: Purchasing Manager

Department: Finance Department

Reports To: Financial Manager

Responsible For: Directly supervises the Purchasing clerk

Scope: The incumbent in this position is responsible to purchase the products and services the Lodges needs at the best price in the quality and quantity requested in a timely manner, to ensure the achievement of the Lodges profitability objectives and satisfaction of internal and external customers.

Duties/ Responsibilities

• To find the best merchandise at the lowest possible purchase cost.
• To find the best goods or services, choose suppliers, negotiate prices, and grant contracts that ensure that the right amount of the product or service is received when it is needed.
• Research sales records and inventory levels of current stock, find foreign and domestic suppliers, and stay current on any changes in either the supply of or demand for needed products and materials.
• Finding good suppliers is crucial therefore it is your responsibility to evaluate suppliers on multiple criteria (price, quality, service support, availability, reliability, selection, etc.).
• Study catalogs, industry and company publications, directories, and trade journals, often on the Internet. Reputation and history of a supplier is important, and future purchase actions may be advertised in order to solicit bids.
• Use meetings, trade shows, conferences, and suppliers’ plants and distribution centers to inspect products and services, assess a supplier’s production and distribution capabilities, and discuss other relevant considerations.
• Be familiar with the technical aspects of the goods or services you purchase.
• Storing past bids and offers, tracking supplier performance,
• Supervises subordinate personnel including delegating assignments, training, monitoring and evaluating performance,.
• To provide information or determine the most effective way of meeting the needs of all the units including HML.
• Ensure compliance with applicable laws, regulations, standards and guidelines in the purchasing field.
• Review and/or inspect work for quality, accuracy, and completeness.
• Obtains, documents, and hands over to the Stores Clerk to tabulate the quotes on items covered by existing contracts.
• Analyzes, summarizes and/or reviews data; reports findings, interprets results and/or makes recommendations.
• Monitors frequency of purchases and recommends possible options to increase effectiveness of purchasing power.
• Responsible for procurement for the group
• Responsible for sourcing and establish professional relationship with competitive suppliers who offer quality and credit terms suitable to the company
• Responsible for effective periodical market survey and proficient bargaining to optimise the company's profits
• Responsible for the fore planning of the departments expectations and rendered services to the respective units
• Responsible for transportation logistical arrangements for the group
• Responsible for the day to day department administration
• Responsible for safe guarding the implementation of the companies policies and stipulated regulations
• Ensures all normally required goods have current price lists
• Ensures that there are no alterations of documents and where they exist, are properly approved
• Ensures that items required are obtained when needed, in right quantities and best prices;
• Will safeguard price quotes/lists of suppliers from other suppliers so as to maintain competitiveness and avoid ill will against a supplier by his colleagues
• Maintain a list of active suppliers per each category of goods
• Carry out a monthly market survey to ensure prices charged are justified
• Promote teamwork among colleagues

Job Profile

Education: Equivalent of an Internationally recognized College Diploma in purchasing or any related field such as Administration or Finance.

Experience: 3 to 5 years experience in a purchasing management position, preferably above three star hotel operations.

Competencies

Management/Leadership

• Demonstrate teamwork
• Train
• Motivate
• Excellent Planner / organizer
• Problem solving & decision making

Task Achievement

• Concern for quality
• Good negotiator
• Managing performance
• Results oriented
• Self Initiative

Communication

• Excellent oral and written skills

Technical Competencies

• Negotiation skills
• Knowledge of the hotel industry suppliers
• Knowledge of the local and international market
• Knowledge of the legal aspects related to the job function

Individual Characteristics

• Analytical thinking
• Integrity

Other Skills (Language, Computers)

• Fluent in English, Kiswahili is a plus
• Proficiency in Microsoft Office Software: Word and Excel and other material management software systems.

The content of this job description will be reviewed on a regular basis to incorporate any new responsibilities which reflect our business requirements.

If you meet the above requirements send your CV and application letter to info@byappointmentafrica.com.

ONLY short listed candidates will be contacted.