Structure:
This designation reports to the Camp & Facilities Manager
General Accountability:
To work with suppliers to negotiate prices for the purchase of required goods and keep accurate records of transactions trends.
To assist the Finance and Operational Departments in the monitoring, reporting and controlling of Cost of materials in the camp, including inventory and control, financial reporting, forecasting etc.
Specific Accountabilities:
· Implement sound purchasing policies, systems and procedures in accordance with company standards
· Monitor vendors for quality, service and price through standard purchasing specifications
· Obtain competitive quotations for camp requirements and ensure that the best product is sourced and purchased
· Calls for quotations for any items costing more than a certain amount (As per company policy) and inquire into prices from various suppliers, a minimum of three independent genuine quotations must be obtained
· Receives market list from the Head Chef on a daily basis and arranges for delivery of those items daily if needed
· Ensures that all orders receiving dates are updated by the buyers according to the suppliers promised delivery dates
· Ensure the efficient operation of the Materials Department in all aspects
· Obtains written approval for established Minimum / Maximum stock levels by the F & B Manager, Financial Accountant and General Manager
· Checks, explain if needed and approves delivered items discrepancy report regarding price and quantity order variances to F & B Manager
· Action all additional requests for new storeroom items once approve by F & B Manager, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels
· Verify the ‘pending orders’ report on a daily basis, and all pending orders are checked and verified regularly
· On a daily basis prepare the list of to be cancelled orders and sent to Accounts for deletion, with appropriate reasons
· Issues regularly slow moving item lists and identifies items for standing orders utilizing vendor’s logistics for regular deliveries to the camp based on approved highly consumed items ( if applicable )
· Ensures validity of items available, force issue obsolete/expired items and follows up on action taken for disposal
· Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorized issue requests) in consideration of FIFO/FEFO concept
· Responsible for maintaining logical storeroom inventory levels operationally needed
· Keeps all records in a way that they can be checked at any time for information or inventory purposes
· Maintains all documents, files and listings up-to-date and performs duties in the most efficient manner
· Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks
· Report any maintenance or hazard issues in the Storeroom
· Arrive at work station on or before working hours
· Adhere to complete/standard uniform, grooming, personal hygiene and appearance standards consistently
· Comply with property security, fire regulations and all health and safety legislation
· Other duties as assigned by Management
Educational and Experience Requirements:
· Bachelor Degree and at least 5 years work experience in similar field/position
· Able to work on Microsoft office & any type of Back Office System
· Flexible availability to work on nights and weekends/holidays
· Ability to work quickly and as a team in a fast-paced environment
· Must be able to apply pro-activeness, common sense understanding to a variety of situations, analyze facts, and determine appropriate response
Working Conditions:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. There may be opportunities to cover for managers or supervisors in their absences and performance will be evaluated, documented and taken into consideration for individual growth and development.
