PURCHASING AGENT

POSITION TITLE :­ PURCHASING AGENT
DEPARTMENT : PURCHASING

REPORTS TO : MATERIAL MANAGER

SUMMARY OF RESPONSIBILITIES :
The
Purchases Agent responsible for the coordination of of procurement
function, particularly for meeting the day-to-day materials requirements
of the Hotel including routine purchasing of food, beverage, general
store and POMEC supplies. At the discretion of the Materials Manager he
is also responsible for seeking price quotations for other material
requisitions.

SPESIFIC RESPONSIBILITIES

1.Market I Groceries List I Weekly Beer and Soft Drink

a.Responsible for ensuring that price quotation is up-to-date.

b.Monitors vendor reliability and dependability and established contacts with prospective suppliers.

c.Secures delivery of required Market List items at reasonable prices and in keeping with the Hotel's quality standards.

d.Spot-checks
Market/Grocery List. Any deviation from the established procedure
should be brought to the attention of Materials Manager and Chef with
regard to market conditions, product availability, seasonality and price
trends.

e.Makes periodical market survey with the assistance of Heads of Department or Outlet Manager concerned.

2.Purchase Request

a.Checks price quotation obtained for all items bought.

b.Notifies
Materials Manager of market trend advising cost saving substitutes for
high priced items, notifies material manager of prince increases greater
than 10,0 % and of the situations in which expected price increases, or
in such instance awaits management and/or controller’s approval before
placing the order.

c.Ensures that purchase request log is properly maintained, and place order.

d.Distributes Purchases Request copies in a timely manner, maintains accurate and up-to-date files.

e.Follows up pending Purchase Request or order.

f.Handles Emergency Purchase Request.

3.Purchase Orders

Reviews
and signs Purchase Orders, cross-references Purchases orders to
purchase Orders requests, competitive bids before being forwarded to
material Manager for further approvals.

4.General

a.Pays
particular attention to discrepancies between quoted and delivered
prices noted by Receiving Clerk, and obtain clarification from
suppliers.

b.Carries out corporate Policy and Procedure ; observes procedures outlined.

c.Ensures that quotation Card is kept up-to-date.

d.Performs special duties as required.

e.Keep abreast with new products which is applicable in the hotel.

5. Importation

Responsible for ensuring that imported goods can arrive at the first opportunity