Job purpose
The position is responsible for ensuring the smooth running of daily purchases of food and beverages as well as general supplies across hotels which includes sourcing orders at the most competitive rates.
Main Interactions
internally
– F&B team.
Cooking team.
Talent and culture team.
Front office team.
Housekeeping team.
Engineering team.
Property maintenance team.
Security team.
Marketing communications team.
– Sales Team.
Supervising team.
– Finance team.
externally
Suppliers and contractors (local).
Suppliers (abroad).
Other Accor hotels procurement team.
Shipping agents.
– Regulatory Bodies (MUIS).
Basic Responsibilities
Manages daily purchasing functions
Reviews rates and processes daily purchases of perishable items for the hotel.
Ensure that approved purchase requisitions come in timely manner with the creation of purchase orders for F&B supplies/Supervision supplies/Housekeeping supplies and other general supplies.
Reconciles purchase orders and invoices to ensure correct prices and quantities with suppliers.
Create and update new and existing supplier data in the purchasing system.
– Article codes/price codes are generated and vendor details are updated accordingly in the system.
Manages and requests official documentation from suppliers in compliance with HACCP standards for hotels including HALAL certification.
Responds quickly to comments/complaints (from end users/suppliers/guests as per HACCP procedures).
– Responses to inquiries from end users/suppliers regarding lack of stock.
– Sourcing suppliers for new purchase orders.
– Requests for quotations and samples for evaluation.
Handles requests for quotations as well as RFP exercises for all categories of supplies including procurement and capital services.
Maintains and maintains tracks of all Contract/RFP/RFQ documents for audit monitoring.
– Rate summary tables and recommend grants for the various assigned workflows.
Assists in report analysis in preparation for a new work stream.
Closely follows up on long-overdue pending purchase orders and if necessary for cancellation.
– Starting a new course of action by entering into a contract with suppliers to achieve the best prices for hotels.
Manages the appointment schedule for the Director of Finance and Business Support.
– Manages all deposit documents of the requisition list as well as the hotel’s purchase requisitions.
– Tracks and monitors all licenses expiration dates as well as organization certifications for all suppliers that are partners with the hotel.
Maintains adequate stock of office supplies and initiates purchase requisition by closely monitoring cost of expenditure per month.
Assists in the preparation of the monthly purchase report for the total expenditure of the hotel.
Assists in providing the data needed for SERAM submission monthly/yearly.
Schedules internal and external events or seminars when required.
Arranges with suppliers for site audit checks as and when needed by the Director of Finance and Business Support as well as the Director of Food Safety.
Monitors all contract expiry dates and updates the master data file.
Ensures that leave and medical leave requests for all colleagues are recorded correctly and entered into the system for approval.
Ensures that all training/medical leave is obtained and report to talent and culture is timely.
– Performs any other duties as required by the Finance and Business Support Manager or the Procurement Manager.
Vehicle audit (corrective action report) from food safety
Ensures that the corrective action report is promptly sent to suppliers in the event of a food safety complaint being raised.
Ensures that supplies are promptly replaced for operational use.
Ensures that suppliers working with hotels are food safety compliance.
Ensures suppliers that AVA or NEA have approved sellers who meet grade criteria.
Ensures that all licenses and certificates approved by the authorities are valid.
Main complexity/critical issues in the job
Price fluctuations.
Accuracy in determining the appropriate consumption to secure prices with suppliers.
– Seasonal items that cause price volatility.
Securing the best rates for the hotel group.
Profile personly
Knowledge and experience
The candidate must have at least a diploma/degree or equivalent.
At least 5 years of experience in the hotel industry.
Solid working knowledge of negotiation and procurement policies.
Strong computer literacy on Microsoft Office Excel especially Pivot and V-lookup functions as well as Microsoft Word.
Competencies
Communication skills with all levels of colleagues and suppliers with confidence to achieve the best deal for hotels.
Good manners, trustworthy, independent, and eye for detail.
Developing leadership skills – collaborative, empowering and entrepreneurship.
Confidently able to solve problems and make firm decisions.
Adaptable to the needs of the multicultural colleague and working with diverse cultures.
Have interpersonal skills to deal with internal and external issues.
Career focus, you have the passion and desire to grow and develop.
– You must be self-driving.
Ability to work independently and with good initiative in a dynamic environment.
They are self-motivated and energetic.
A caring employer who offers respect, training and career development to our employees. Attractive employer offering over 100 careers across five continents.
We are much more than just a global leader. We are 250,000 hoteliers and have the same passion for welcoming. We take care of millions of guests at our 4,300 addresses and on our digital platforms. As operator, franchisor (HotelServices), owner and investor (HotelInvest), we invest all our energies in making “Feel Welcome” resonate as the best hotel promise.
From luxury to economy and in every corner of the world, more than 20 AccorHotels brands meet all the needs of business and leisure travelers looking for comfort, attention and quality service.