Job Summary

The main role of the Purchasing Officer is to find the best merchandise at the most competitive process that has the best quality and standards. The Purchasing officer takes several steps to reach these goals by researching sales records and inventory levels of current stock, find foreign and domestic suppliers, and stay current on any changes in either the supply of or demand for needed products and materials.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description/Requirements

Reporting to: Purchasing Manager


Nature and Scope of Position

The nature of the position consists of finding high quality goods or services, choose suppliers, negotiate prices, and grant contracts that ensure that the right amount of the product or service and its quality is received when it is needed.


Principle Accountabilities 

  • Maintain records of goods ordered and received.
  • Locate vendors of materials, equipment or supplies, and interview them in order to determine product availability and terms of sales.
  • Prepare and process requisitions and purchase orders for supplies and equipment.
  • Control purchasing department budgets.
  • Interview and hire staff, and oversee staff training.
  • Review purchase order claims and contracts for conformance to company policy.
  • Analyze market and delivery systems in order to assess present and future material availability.
  • Develop and implement purchasing and contract management instructions, policies, and procedures.
  • Participate in the development of specifications for equipment, products or substitute materials.
  • Resolve vendor or contractor grievances, and claims against suppliers.
  • Represent companies in negotiating contracts and formulating policies with suppliers.
  • Review, evaluate, and approve specifications for issuing and awarding bids.
  • Direct and coordinate activities of personnel engaged in buying, selling, and distributing materials, equipment, machinery, and supplies.
  • Prepare bid awards requiring board approval.
  • Prepare reports regarding market conditions and merchandise costs.
  • Administer on-line purchasing systems.
  • Arrange for disposal of surplus materials.
  • Ensure the stocks are accurate, in good storage condition, in respect with the law and local procedures, and have not passed their expiry date.
  • Provide advice on cost containment and purchase optimization to the management.
  • Any other reasonable duty required ad hoc to comply with the activity of the hotels.
  • Plans supplies requirements to achieve an efficient usage of supplies to meet statutory, legal and internal requirements.
  • Conducts market studies and surveys trends.
  • Establishes and monitor all plans for purchasing departments.
  • Be responsible for managing the purchasing activities of the hotel to the achievement of the annual budget and to develop the business in the long term toward the objectives in the business plan.
  • Considers business needs, seasonal trends, external & internal factors while planning.
  • Ensures that the department buys the right quality and quantity at the right price and source.
  • Controls of Purchase Requisitions.
  • Cooperates and coordinates with other departments to promote the overall best interests of the company
  • To be responsible of the coordination with all departments on requirements determination.
  • Reviews and co-signs Purchase Orders on a timely and efficient manner.
  • Negotiates, renews or terminates existing contracts or agreements whenever applicable.
  • Be responsible of returnable supplies and all damages, if any.
  • Conducts suppliers' visit and inspections and ensure proper communication and coordination.
  • Establishes and maintains equitable and mutually profitable relationships with suppliers.

General 

  • Contributes to the morale and team spirit of the hotel by maintaining effective relationships with colleagues.
  • Performs additional duties as directed by supervisors.
  • Makes appropriate suggestions and recommendations to supervisors for the general improvement of the hotel.
  • Is fully conversant with al health and safety, fire and emergency procedures.
  • Maintains a high standard of personal hygiene, dress, uniform, and body language.
  • Is polite and professional in any situation where the image or reputation of the hotel is represented.
  • Attends meetings and training as required by supervisors.
  • To process, document and file all the PR and PO for the property.
  • To purchase food and beverage items and other goods according to standard set by the hotel.
  • Ensures that all activities are carried out honestly, ethically and within the parameters of the local law.
  • Interacts with guests actively and soliciting feedback.

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