Purchasing Assistant

The Purchasing Assistant has to ensure that all purchases are acquired on a timely basis and at best possible value-for-money scenarios

JOB SUMMARY

The Purchasing Assistant has to ensure that all purchases are acquired on a timely basis and at best possible value-for-money scenarios.

DUTIES AND RESPONSIBILITIES

Responsibilities and duties for this position shall include, but not be limited to, the following areas and activities. The holder of this position may, at any time, be called to perform any other cognate duties at the request of management.

• To buy without prejudices, seeking to obtain the maximum ultimate value of each Rupees of expenditure.
• To formulate and direct the execution of Purchasing strategies and policies.
• To be able to negotiate successfully in order to conclude a contract to the benefit and satisfaction of both parties.
• To make sure that vendors live up to their commitment and promises.
• To keep and organization supplies in order to avoid shutdowns.
• To maintain contact with key suppliers.
• To subscribe to and work honestly and truthfully in buying and to denounce all forms and manifestation of commercial bribery.
• To buy goods and services of the right quality, in the right quantity at the right price at the right time and from the right source.
• To carry out with the overall aim of supplying the materials and equipment necessary to provide for the choice and standards set down in the hotel’s objective.
• To keep records of a purchasing development such as:
• Purchase record
• Vendor record
• Blueprint and specification record
• Printed-Forms record
• To work closely with number of internal departments in order to advise, assist and support them in identifying and specifying their material requirement.
• To keep standard procedures of vendor identification and selection, including order follow up and vendor file maintenance.
• To establish and supervise the purchasing procedures in keeping with overall company policies. The following steps must be taken to complete a purchasing transaction:
• Recognition of need
• Description of requirement
• Determination of price and availability
• Placement of the order
• Follow up and expediting of the order
• Verification of the invoice
• Processing of discrepancies and rejections
• Closing of completed orders
• Maintenance of records and files
• To prepare the forecasts of supply conditions and price trends.
• To provide Accounts Payable with all documents and additional information necessary of the prompt and accurate processing of invoices for payment.
• To maintain the integrity of purchasing function.
• To enable to deal intelligently and effectively with suppliers.
• To assist stores in establishing stock levels.
• Adhere to any policy of the department and hotel.
• Ensures that a safe, hygienically fit working environment is maintained at all times and reports any concerns or faults immediately.
• Adhere to Occupational Safety and Health Act, local health and safety codes, and company safety and security policy 
• Promote energy efficiency and environment friendly actions
• Participate in training as and when required my Management
• Maintains highest levels of personal hygiene and grooming at all times, as per standard.

CANDIDATE PROFILE

• A minimum of  1 year experience in the hospitality industry on a similar position
• HSC or equivalent
• Fluent in English and French, both verbal and written
• Team player
• Having a flexible approach to work