Job Description
Job Summary:
As a Procurement Officer at Gelian Hotel in Machakos, Kenya, you will be instrumental in managing the hotel's procurement activities. Your role involves sourcing, purchasing, and ensuring the availability of quality goods and services while optimizing costs and maintaining compliance with procurement policies and procedures.
Duties and Responsibilities:
1.Sourcing and Vendor Management:
- Identify potential suppliers, conduct negotiations, and establish relationships with reliable vendors.
- Continuously evaluate vendor performance to ensure quality, reliability, and cost-effectiveness.
2. Purchase Planning:
- Collaborate with department heads to understand procurement needs and develop procurement plans.
- Forecast demand, considering seasonal variations and hotel occupancy rates.
3. Cost Negotiation and Budgeting:
- Negotiate favorable terms and conditions with suppliers to optimize costs without compromising quality.
- Work closely with the finance department to align procurement activities with the hotel budget.
4. Order Processing and Tracking:
- Process purchase orders efficiently and accurately.
- Track and monitor orders to ensure timely delivery and resolve any issues with suppliers.
5. Quality Assurance:
- Ensure that all procured goods and services meet the hotel's quality standards.
- Work with department heads to establish and maintain product specifications.
6. Compliance and Documentation:
- Ensure compliance with procurement policies, legal requirements, and ethical standards.
- Maintain accurate records of procurement transactions, contracts, and agreements.
7. Market Research:
- Stay informed about market trends, new products, and industry best practices.
- Provide recommendations for improvements in procurement processes.
8. Risk Management:
- Identify and mitigate risks associated with the procurement process.
- Implement contingency plans to address potential disruptions in the supply chain.
9. Supplier Relationship Management:
- Foster positive relationships with suppliers through regular communication and feedback.
- Address any issues or disputes with suppliers promptly and professionally.
10. Reporting:
- Prepare and present regular reports on procurement activities, including cost savings, vendor performance, and compliance metrics.