OBJECTIVES
1.The primary objective is to establish and efficient management of the Hotel's accounting function, managing flow of information with regards to financial and management accounting reports and controls which are consistent with the Hotel's needs and statutory requirements.
2.To manage the human and physical assets of her/his assigned area of responsibility within the framework of the established policy and procedures of the Hotel in order to achieve established pre-planned goals while assuring optimum professional development of all employees directly responsi¬ble to her/him.
LIMITATIONS: Constraints on the authority of the Purchasing Manager
1.LEGAL AND FINANCE:
Approval from the General Manager in respect of the following matters are required:
•The making of any new investment including capital expenditure.
•Policies giving rise to increased stockholdings, the extension of credit terms to debtors or reduction of credit terms from creditors.
•Disposing or scrapping of assets.
•The granting of loans or guarantees.
•The incurring of contractual obligations of the following nature:
- Staff service contracts
- Lease and agreements
- Purchase of Operating equipment
- Hire purchase contracts
- Any other contractual arrangements
2.PERSONNEL
•The amendment of conditions of service, the granting of salary increase of all employees, including fringe benefits.
•The changing of salary structure for all or any of the employees.
STANDARD OF EFFICIENCY: Performance evaluation will be based on the following standards:
1.PLANNING
•Annually in conjunction with the Financial Controller, to prepare a departmental budget for purchasing and to assist in securing quotations for such annual budget preparations if any, especially on operating equipment etc.
•Annually, within the content of the budget preparation, to appraise the staff establishment for purchasing department and make recommendations to the Financial Controller for alterations where considered necessary.
•To constantly review/monitor market prices and make comparisons with current prices incurred by the hotel. To appraise him/her self of new products available at the markets and make recommendations to users of products.
•Ability to establish priority settings for effectiveness and efficiency of his/her own work and that of those within the department.
2.CONTROL: Attained when:
•Departmental expenditures do not exceed established plans and if possible are even reduced.
•Checks and controls system on purchasing as per policy and procedures are maintained.
•Establishement of timely flow of information to Management whenever there are increases in product prices for effective corrective actions e.g. change in menu price etc.
ORGANIZATION: Attained when:
1.All employees within the Purchasing department have a thorough knowledge of their Job Description.
2.All policies and procedures pertaining to purchasing department are implemented and in full action.
3.Personal participation of staff is kept at a high level of activity i.e. during meetings and discussion sessions.
4.Works are properly delegated and followed to ensure completion.
PERSONNEL MANAGEMENT
1.To establish and maintain, if not reduce staff strength.
2.To maintain a climate of trust and team spirit throughout the operation.
3.Evaluation of all employees is done personally on basis as per management requirement.
4.Staff briefings are held in a consistent basis.
5.All actions pertaining to discipline or counselling of purchasing employees are made in oral and in writing with note to file.
LEADERSHIP: Attained when:
1.Providing excellent self-discipline, gains respect from all and inspires good team work.
2.Information relevant to employees are released and passed down to the lowest level possible.
3.Good relationship with employees is evident without favouritism.
4.Measurement taken to ensure that unsolved employee grievances are brought to the Financial Controller's attention.
5.Employees are kept at a constant high level of motivation.
GUEST SATISFACTION: Attained when:
1.Complaints from guests, specifically on products/hotel merchandise are minimal.
2.Immediate attention is given to any guest complaint and dealt with according to established procedures to satisfy the guest.
3.Corrective action is taken immediately to prevent future recurrence of an guest complaint.
4.It is evident that guest suggestions have been listened to and brought to the General Manager's attention.
SPECIFIC TASK
1.Responsible for the efficient operation and organization of the purchasing department.
2.To co-ordinate with user departments on the need of all supplies and equipment, to ensure that quantity and quality requirements are met at the lowest price possible and deliveries are within target datelines.
3.To maintain files of catalogues and descriptive literature on all hotel equipment and supplies and quotations/competitive bids from all supplies
4.To co-ordinate with F&B Cost Controller or other departments concerned to determine need to re-order based on adequacy of present stocks, experienced lead time and other prevailing supply situations.
5.To confer with present and prospective suppliers concerning new products, substitutes discounts, reciprocal business or package deals etc. for the hotel and to discuss same with department heads concerned.
6.To coordinate with the Financial Controller on availability of credit terms to suppliers.
7.To implement control over purchasing to ensure that foodstuff purchased are for immediate needs, that the quality of the food is optimum for the intended use and that the lowest available prices in the market is paid for merchandise of the desired quality and form.
8.To guard against excessive quantities of supplies being purchased, analysing carefully all purchasing requisitions, groceries, beverages and marketing list and review the forecast of anticipated volume, noting the quantity of merchandise on hand and investigating any orders that are considered excessive.
9.To obtain competitive bids by actively and aggressively testing the market to obtain the merchandise as specified at the lowest price available. Bids from at least three suppliers for all meats, poultry and fish, vegetables and fruits, other supplies and equipment must be obtained.
10.Bids received must be based on a specified quality and quantity. All purchase requisitions must state vendor names in the appropriate spaces and bids received from each vendor on the appropriate lines. Order placed with suppliers must meet the following considerations:
•That bids are for specified merchandise. If yields differ, the lowest price may not be the best buy.
•Promptness of service and past experience with vendors should be considered in selecting the vendors. However, care should be taken to avoid reliance on a limited number of supplies.
•In obtaining prices, make sure the price include freight and delivery to the Hotel.
•Frequently, in the course of ordering, the suppliers will offer "bargains" for larger quantity purchases.
In general, large quantity buying should be avoided. These "bargains" must be brought to the Financial Controller's and General Manager's attention for approval.
11.To initiate purchase orders based on approved purchase requisitions and to forward the same to the Financial Controller and General Manager for approval.
12.To attend personally to or supervise the proper handling of purchasing problems such as non-availability of standard items, late deliveries, poor service, sudden price increases, etc.
13.To co-ordinate closely and to advice the F&B Cost Controller and the Department Head concern on any price increases and the effects on costs.
14.Provides the Management a monthly purchasing report based on prices of merchandise during market surveys, comparative analysis of supplier's prices during the month and the actual prices paid by the hotel for same period.
15.Be familiar with import procedures and documentations and approvals that may be required from local government and/or costumes.
16.To assist in securing of sponsorships from regular supplies on any promotion when required.
17.To attend General and F&B meetings if required on matters relating to Purchasing Department.
18.To maintain up to date retrace file of all pending Purchase orders/merchandise not delivered to the Hotel.
DIVULGING OF HOTEL INFORMATION
1.The Hotel requires that you will not (either during or after your employment) without the Hotel's written consent divulge any information concerning the hotel or any associated hotels or any of their dealings, transactions or affairs which may come to your knowledge during or in course of your employment with the company.
OTHER
1.The Hotel requires that you perform any task deemed necessary by Management for the efficient running of the Purchasing Department and the Hotel in general.
