Assistant Procurement Manager

Roles and responsibilities

• Work closely with Hotel teams to coordinate and manage purchasing of goods and services, including sourcing, vendor research and selection, ordering and tracking deliveries
• Design & develop a robust Purchase Requisition/Purchase Order System for the property(s) and ensures Colleagues are trained on this system
• Develop strategic plan by studying technological and purchasing opportunities, presenting assumptions and recommending objectives
• Build company image by collaborating with vendors/suppliers, government authorities, community and Colleagues and by enforcing ethical business practices
• Ensures compliance with Procurement policy and all applicable laws and regulations
  

Purchasing Operations:

• Supervises operations of Purchasing Department
• Review opportunities to enhance profitability, reducing operating costs and boosting efficiency
• Review purchasing agreements with vendors, monitor their performance and renegotiate contracts
• Establishes and maintains open, collaborative relationships with Colleagues and ensures Colleagues do the same within the team
• Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
• Monitor all areas of purchasing including contracts, market surveys, HACCP and nominations.
• Assist with budget tracking, reporting, providing insights on purchasing trends and cost-saving opportunities
• Negotiation Skills: Strong ability to negotiate favorable terms with suppliers to reduce costs and secure advantageous contracts for the company.
• Attention to Detail: Ensuring that all aspects of the procurement process, including pricing, contracts, and delivery schedules, are thoroughly checked and accurate.
• Analytical Thinking: Ability to analyze market trends, supplier performance data, and purchasing needs to make informed decisions.
• Strong Communication Skills: Clear and effective communication skills to liaise with suppliers, internal teams, and senior management.
• Project Management Skills: Capability to manage multiple procurement projects simultaneously, ensuring deadlines and budgets are met.
• Problem-Solving: The ability to address issues related to supply chain disruptions, quality concerns, or delivery delays promptly.
• Financial Acumen: Understanding the financial implications of procurement decisions and the ability to manage budgets effectively.

Desired candidate profile

1. Sourcing and Supplier Management

• Identifying Suppliers: Researching and identifying potential suppliers and vendors who offer the best quality goods and services at competitive prices.
• Supplier Negotiations: Negotiating contracts, pricing, and terms with suppliers to ensure favorable agreements for the organization.
• Supplier Relationship Management: Building and maintaining strong relationships with suppliers, ensuring that they meet quality standards, delivery schedules, and contractual obligations.
• Supplier Performance Monitoring: Monitoring supplier performance and addressing any issues related to quality, delivery times, or customer service.

2. Purchasing and Order Management

• Placing Orders: Ensuring timely and accurate purchasing of goods and services based on organizational needs and stock levels.
• Inventory Control: Managing inventory levels to ensure that the organization maintains sufficient stock levels without overstocking, minimizing excess inventory costs.
• Order Tracking: Monitoring the status of orders, tracking delivery schedules, and ensuring timely receipt of goods and services.
• Purchase Orders and Documentation: Managing the preparation and processing of purchase orders, ensuring all necessary documentation is accurate and compliant with procurement policies.

3. Budgeting and Cost Control

• Budget Management: Working within allocated budgets to control procurement costs, optimize spending, and ensure the organization stays within financial limits.
• Cost Reduction: Identifying opportunities for cost savings without compromising quality, through strategic sourcing, bulk purchasing, or renegotiating terms with suppliers.
• Forecasting and Planning: Analyzing consumption trends, predicting future demand, and planning procurement activities accordingly to avoid shortages or excess.

4. Strategic Planning and Procurement Strategy

• Developing Procurement Strategy: Formulating a procurement strategy that aligns with the company’s overall goals, ensuring it is cost-effective, sustainable, and supports operational efficiency.
• Market Research: Conducting market research to stay updated on market trends, pricing, and industry developments, using this information to inform procurement decisions.
• Risk Management: Identifying and mitigating risks related to procurement, such as supply chain disruptions, price fluctuations, or quality control issues.

5. Compliance and Legal Requirements

• Contract Management: Ensuring that all supplier contracts are well-documented, legally sound, and compliant with organizational policies and industry regulations.
• Regulatory Compliance: Ensuring that all procurement activities comply with relevant local, national, and international laws and regulations.
• Audit and Reporting: Managing the procurement process to meet internal audit requirements and prepare reports on procurement activities for senior management.

6. Collaboration with Other Departments

• Cross-Department Collaboration: Working closely with other departments, such as finance, operations, and production, to ensure alignment with organizational needs and project timelines.
• Understanding Internal Needs: Communicating with departments to understand their requirements, ensuring that procurement decisions align with operational goals.

7. Technology and Data Management

• Procurement Software: Utilizing procurement software and enterprise resource planning (ERP) systems to streamline procurement processes, manage orders, and track supplier performance.
• Data Analysis: Analyzing procurement data to optimize the purchasing process, improve supplier selection, and track performance metrics.
• Automation and Innovation: Implementing automation tools and technology to enhance the efficiency of the procurement process, reduce errors, and improve overall performance.

Example of Tasks a Procurement Manager Might Perform:

• Supplier Selection: Researching and selecting suppliers for a new product line, negotiating terms, and drafting contracts.
• Order Management: Placing bulk orders for materials required in production, tracking delivery schedules, and ensuring timely receipt.
• Cost Analysis: Analyzing purchasing trends and identifying areas where cost reductions could be implemented, such as negotiating lower prices with existing suppliers.
• Inventory Review: Assessing current inventory levels and deciding whether to place an order to prevent stockouts, ensuring that critical supplies are available without overstocking.
• Contract Negotiation: Negotiating with a supplier to extend payment terms, secure volume discounts, or adjust delivery schedules based on changing business needs.