- The Procurement / Purchasing Officer is responsible for sourcing, negotiating, purchasing, and coordinating the timely supply of quality goods and services required for the hotel's operations at competitive prices.
- The position ensures that all procurement activities are properly authorized, documented, cost-effective, transparent, and compliant with the hotel's established procurement procedures.
Key Duties and Responsibilities
- Receive and process duly approved purchase requisitions from various departments.
- Source suitable suppliers and obtain competitive quotations for required goods and services.
- Conduct regular market surveys and price comparisons to ensure the hotel receives competitive pricing and value for money.
- Negotiate prices, credit terms, delivery timelines, warranties, and other commercial terms with suppliers.
- Prepare comparative price analyses and submit recommendations for the appropriate approvals.
- Prepare and process purchase orders in accordance with the hotel's approval procedures.
- Ensure that no purchase or financial commitment is made without the required authorization.
- Follow up with suppliers to ensure timely delivery of goods and services and minimize operational delays.
- Work with Stores, Cost Control, Internal Audit, and requesting departments to ensure delivered items meet approved quantity, quality, price, and specifications.
- Facilitate the return and replacement of damaged, defective, substandard, or incorrectly supplied items.
- Maintain an updated database of approved suppliers, including pricing, payment terms, delivery performance, and other relevant information.
- Evaluate supplier performance based on price, quality, reliability, responsiveness, and delivery timelines.
- Identify alternative suppliers and negotiate better commercial terms where necessary.
- Maintain proper procurement documentation, including purchase requisitions, quotations, comparison sheets, approvals, purchase orders, invoices, delivery notes, and related records.
- Work closely with the Cost Controller and Financial Controller to monitor procurement expenditure and identify cost-saving opportunities.
- Monitor frequently purchased items and work with Stores and relevant departments to minimize avoidable stock-outs and emergency purchases.
- Provide Management with periodic procurement reports showing purchases, price movements, supplier performance, outstanding orders, cost savings, and procurement challenges.
- Ensure strict compliance with the hotel's procurement policy, financial controls, budgetary limits, and approval hierarchy.
- Maintain confidentiality regarding supplier quotations, pricing arrangements, contracts, and other commercially sensitive information.
- Immediately report suspected fraud, inflated pricing, supplier collusion, conflicts of interest, unauthorized purchases, or other procurement irregularities to Management.
Procurement Ethics:
The Procurement/Purchasing Officer must maintain a high level of integrity and transparency and shall not:
- Accept kickbacks, commissions, unauthorized gifts, or personal financial benefits from suppliers.
- Favour suppliers based on personal relationships or interests.
- Make unauthorized purchases or commitments on behalf of the hotel.
- Split purchases to circumvent established approval limits.
- Manipulate quotations or supplier selection processes.
- Purchase goods on credit without the required authorization.
- Have an undisclosed financial or personal interest in any supplier doing business with the hotel.
- Any conflict of interest must be declared immediately to Management.
Key Performance indicator (KPIs)
Performance will be measured against:
- Procurement turnaround time.
- Cost savings and value achieved.
- Competitive quotation compliance.
- Accuracy of procurement documentation.
- Compliance with approval procedures.
- Supplier delivery performance.
- Quality and specification compliance.
- Reduction in emergency purchases.
- Reduction in avoidable stock-outs.
- Vendor performance management.
- Market survey and price benchmarking effectiveness.
- Audit compliance.
- Number of unauthorized/non-compliant purchases.
- Timely resolution of procurement discrepancies.
- B.Sc./HND in Procurement, Purchasing & Supply, Supply Chain Management, Business Administration, Accounting, Economics, or a related field.
- Minimum of 2 - 3 years' relevant procurement/purchasing experience.
- Experience within the hospitality industry is an advantage.
- Professional certification in Procurement or Supply Chain Management is an added advantage.
- Good knowledge of local suppliers and markets.
Required skills & Compentencies:
- Strong negotiation skills.
- High level of integrity and accountability.
- Good analytical and numerical skills.
- Excellent attention to detail.
- Cost-conscious and commercially aware.
- Good communication and interpersonal skills.
- Strong vendor management skills.
- Good record-keeping and documentation.
- Ability to work under pressure and respond to urgent operational requirements.
- Proficiency in Microsoft Excel, Word, and relevant procurement/inventory systems.
- Ability to work effectively with multiple hotel departments.