Procurement Officer

Roles and Responsibilities

• Secure delivery of best possible products at the best possible price within required timeframe while conforming to the quality and hygiene standards of the hotel.
• Ensure proper filing and allocation of the purchase orders and required supporting documentation as per the Procurement Policy.
• Ensures timely delivery of goods and services.
• Monitors discrepancies between the supplier’s quotation and delivered price, noted by the Receiving Agent and records these cases as glitches in the Vendor Performance Review (VPR).
• Manages vendor relationships and establishes contact with suitable/prospective vendors as per the Procurement Policy.
• Responsible for resolving issues with vendors/delivered items or services raised by colleagues or HODs, filling up complaint forms when necessary.
• Responsible for respective category vendor performance management, including but not limited to updating Vendor Performance Report on a weekly basis, maintaining vendor performance feedback report from cluster’s Department Heads (HOD), bringing issues to attention of the management when deemed necessary.
• Maintain list of approved and non-preferred vendors as per the respective HODs vendor performance feedback report and in accordance with the Procurement Policy.
• Responsible for scheduling VPR meeting with top vendors representing 80% of total spend and volume as per category.
• Provides information to the Department Heads on the market trends with regards to the pricing and availability of all products.
• Operates under minimum supervision and maintains close liaison with the Procurement Management regarding the departmental goals and is responsible for driving the respective category’s targets, including market survey and savings.
• Adhere to/promote the IHG vendor code of conduct.
• Makes sure that three (3) quotations are obtained for each purchase request for all the direct items unless the 3 bids rule can be abstained as per the Procurement Policy.
• Makes sure that all the purchase orders allocated are approved before acquiring the materials.
• Ensures adherence to the urgent procurement policy for the assigned category including PR allocation.
• Provides the Procurement Management with periodic market survey/tender on the products for the assigned category.
• Monitors the cash purchase as and when petty cash is handed over by the Assistant Procurement Manager/Procurement Manager/Director of Procurement. Makes sure that all Petty Cash vouchers are submitted to the Assistant Procurement Manager/Procurement Manager/Director of Procurement to claim reimbursement according to the Procurement Policy.
• Day to day administrative tasks to be performed for the department that includes documentation, tracking of interdepartmental documents handover, log books, stationery, etc.

What We Need From You

• Bachelor’s degree in business administration.
• At least 2 years of work experience.
• Proficiency in MS Office.
• Familiarity with Jana Sky Soft is an advantage.
• Strong team collaboration skills.

Desired Candidate Profile

1. Strategic Sourcing and Supplier Management

• Identifying reliable suppliers and vendors through thorough market research.
• Evaluating supplier performance based on quality, cost, and delivery timelines.
• Building and maintaining strong relationships with suppliers to ensure long-term collaboration.

2. Negotiation Skills

• Negotiating favorable terms, pricing, and contracts with vendors.
• Securing cost-effective deals without compromising quality or timelines.
• Resolving disputes or contract issues diplomatically.

3. Knowledge of Procurement Processes

• Understanding procurement procedures, policies, and regulations.
• Managing purchase orders, invoices, and delivery schedules.
• Ensuring compliance with organizational and legal requirements.

4. Inventory Management

• Monitoring stock levels and planning purchases to avoid overstocking or shortages.
• Coordinating with warehouse teams to align procurement with inventory needs.
• Implementing just-in-time (JIT) procurement strategies when applicable.

5. Analytical and Decision-Making Skills

• Analyzing market trends and pricing fluctuations to make informed purchasing decisions.
• Assessing risks and opportunities in procurement strategies.
• Evaluating data to optimize cost efficiency and resource allocation.

6. Budget Management

• Managing procurement budgets effectively to achieve financial targets.
• Tracking expenditures and ensuring alignment with allocated budgets.
• Reporting cost savings or variances to management.

7. Attention to Detail

• Ensuring accuracy in purchase orders, invoices, and supplier agreements.
• Verifying product specifications and quality standards.
• Monitoring timelines to ensure timely delivery.