Procurement Officer

Role

Overall responsibility for the Supply Chain Management function of the Company, controlling the procurement and inventory management requirements of the Company and ensuring that stock levels of food, beverages, packaging and disposables are efficiently managed and maintained, in order to support the restaurant operations.

The role requires high levels of planning, organization and anticipation, as well as daily responsibilities including; initiating orders, receiving, verifying, issuing, handling, and accounting for inventory stock and ensuring close attention is paid to quality during receiving, storing issuing and transportation of all stock items.

Reporting: Sr. Procurement Officer/ Business Admin Manager

Specific Roles and Responsibilities

Result Focus:

· Controls costs by effective inventory management, minimizing waste, ensuring correct and safe storage of all food, beverage, packaging and disposables items, and detailed planning and monitoring of stock issuance, ensuring adherence to SOP's and Company standards

· Conducts daily, weekly and monthly analysis of stock levels and ongoing requirements,

in order to forecast requirements and avoid potential inventory issues

Procurement:

· Able to issue all orders for food, beverage, packaging and disposables,

in accordance with prevailing/agreed upon par levels and/or business requirements

· Able to maintain close working relations with all Suppliers, Distributors and respective

Account Managers, Logistics and Finance Teams to ensure strong professional relations

are maintained

· Able to communication effectively with all internal stakeholders, including Branch

personnel and Senior Management in order to achieve and maintain required product

price and quality, as well as internal standards of product storage and distribution

· Ensures that all procured products are of the quality and standard required, paying

great attention to consistency and product quality

Receiving:

· To receive and stock all items according to Purchase Orders or Requisitions made,

ensuring accuracy of quantity and price as well as quality of product

· To review items against approved Purchase Orders, highlighting and resolving any errors

· To compare and confirm item pricing on the invoices, ensuring accuracy and

highlighting/rectifying any discrepancies

· To ensure that any discrepancies are properly identified and properly accounted for,

ensuring that any credit requests or returned items are administered in accordance

with the Company’s respective policies and procedures

· To ensure that all invoices are correctly stamped, coded, recorded and filed

in accordance with the Company’s recording procedures and that copies are

dispatched to the Head Office in a timely manner

· To ensure that any discrepancies identified in price or quantity, or any returns,

or amendments are made aware to the Finance Department as well as concerned

Branch(es) as soon as possible

· Forward Food & Beverage receiving sheet with invoices to accounting

· Reconcile total food, beverage and stationery purchases with accounting monthly

Storage & Issuance:

· To be able to physically store food & beverage supplies in their proper storage

areas (Chillier, Freezer, Dry Store), once received from suppliers

· To continuously monitor product storage, and ensure all products are being

properly stored and rotated using the FIFO (First in first out) method

· Ensure that Branch requisitions are processed accurately, and that orders

are prepared and dispatched accurately

· Label all stored items as per defined SOP’s

· Manually stock inventory shelving with stock items received or returned

· Ensure that the transportation of goods is made in accordance with the required standard

Manage Deliveries & Usage:

· To be able to conduct correct receiving of deliveries of items from suppliers,

in accordance with the Company’s procedures

· Regularly check orders to ensure no gap in ordered quantity, quality or price.

· Perform inventory audits

· Ensure the Logistics Driver delivers daily/ weekly /monthly deliveries in a timely and

efficient manner

· Track and manage all delivery related documents on regular basis

· Ensure all deliveries as per the requirements of individual restaurants/outlets

are carried out within defined timeline

Inventories:

· To assist in the Inventory counts of all Food, Beverage and other inventories (on a weekly or monthly basis)

· Track products or materials that come into and go out of the inventory via inventory records

· Compile and maintain records of quantity, type, and value of material, equipment, merchandise, or supplies stocked

· Record all transfers and costs

· Counts material, equipment, merchandise, or supplies in stock and posts totals to inventory records, manually or using computer.

· Ensure correct administration and compliance with all aspects of the Purchasing Policy

· To be responsible for inventory documentation, accurately recording the quality, quantity, type, style, and any other characteristics of the inventory

· Prepare and submit inventory control reports to Management

· Maintaining a good working relationship with suppliers by communicating and dealing with concerns or problems

Maintenance & Safety:

· Maintain a neat, organized and well stocked storeroom facility

· Maintains physical condition of warehouse by identifying, planning and implementing rectifications

· Ensure the Store is maintained effectively and efficiently including but not limited to Cleanliness, Lighting, Pest Control, Maintaining Temperature of designated areas and/or equipment

· Inspects equipment on regular basis

· Raises any maintenance issues to the Supply Chain Manager

· Adheres to all established security procedures and protocols

· Ensures strict compliance with all relevant Hygiene and Safety legislation and requirements

· Ensures that employees are adhering to internal and external policies and regulations regarding food handling

Self-Learning & Development:

· Engage in Training Sessions when required

· Develop detailed product knowledge

· Be fully committed and dedicated to personal development and growth, working toward the achievement of performance targets on agreed periodic basis

Knowledge Management:

· Ensuring all processes and procedures within the restaurant are captured and are well documented and updated on a regular basis

· Ensures all paperwork is kept in meticulous order and correctly executed within the Branch, complying with all management information and reporting requests and in compliance with legal/regulatory standards/requests

· Ensures that all documentations are up to date and the team is following and are audited as per the set benchmarks on a regular basis

Confidentiality & Ethics:

· Ensure full compliance with the Company’s Confidentiality policy and Third Party Non Solicitation policy which prohibits the sharing or discussion of sensitive information and the earning of fees through third party channels not connected with the Company;

· Protection of the Company at all times in relation to informational databases, IP, secrets and strategy, as well as sensitive information, all of which may not be discussed with any unauthorised person

· Ensure all sensitive client and Company information remains confidential and ensure this culture is built across the Branch

· Ensure any unethical behaviour of any team member is quickly brought to the attention of Senior Management, so that it may be appropriately addressed

Pre-requisites:

• Graduate/Diploma Equivalent with specialization in accounting/supply chain/operations
• Total 2+ years of minimum experience in F&B warehouse in a Hotel (minimum 4 * rating) or restaurant business
• Valid UAE License - Preferred
• Proficient in English with ability to Read, Write and understand efficiently Moderate Knowledge of Arabic is a must.
• Character requirements

- Planned & Organized

- Multitasking

- Self-Motivated,

- Physically Fit; High Energy Level,

- Ability to handle stress and pressure

- Should be flexible and willing to work long hours or respond to emergency situations

- Considerable knowledge of hazards and safety precautions relating to equipment operation, loading and unloading of materials, food items

- Ability to understand mathematical conversions.

- Proficient with the use of the computer, especially packages relating to inventory,

- Ability to think quickly and act fast

Job Types: Full-time, Permanent

Pay: Up to AED5,000.00 per month