Procurement / Purchasing Officer
full-time
Job Purpose
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.
Qualifications
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.