Assistant Procurement Manager

4 days ago

Dubai, Dubai, United Arab Emirates IHG Hotels & Resorts Full time
Roles and responsibilities
  • Work closely with Hotel teams to coordinate and manage purchasing of goods and services, including sourcing, vendor research and selection, ordering and tracking deliveries
  • Design & develop a robust Purchase Requisition/Purchase Order System for the property(s) and ensures Colleagues are trained on this system
  • Develop strategic plan by studying technological and purchasing opportunities, presenting assumptions and recommending objectives
  • Build company image by collaborating with vendors/suppliers, government authorities, community and Colleagues and by enforcing ethical business practices
  • Ensures compliance with Procurement policy and all applicable laws and regulations

Purchasing Operations:

  • Supervises operations of Purchasing Department
  • Review opportunities to enhance profitability, reducing operating costs and boosting efficiency
  • Review purchasing agreements with vendors, monitor their performance and renegotiate contracts
  • Establishes and maintains open, collaborative relationships with Colleagues and ensures Colleagues do the same within the team
  • Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
  • Monitor all areas of purchasing including contracts, market surveys, HACCP and nominations.
  • Assist with budget tracking, reporting, providing insights on purchasing trends and cost-saving opportunities
  • Negotiation Skills: Strong ability to negotiate favorable terms with suppliers to reduce costs and secure advantageous contracts for the company.
  • Attention to Detail: Ensuring that all aspects of the procurement process, including pricing, contracts, and delivery schedules, are thoroughly checked and accurate.
  • Analytical Thinking: Ability to analyze market trends, supplier performance data, and purchasing needs to make informed decisions.
  • Strong Communication Skills: Clear and effective communication skills to liaise with suppliers, internal teams, and senior management.
  • Project Management Skills: Capability to manage multiple procurement projects simultaneously, ensuring deadlines and budgets are met.
  • Problem-Solving: The ability to address issues related to supply chain disruptions, quality concerns, or delivery delays promptly.
  • Financial Acumen: Understanding the financial implications of procurement decisions and the ability to manage budgets effectively.
Desired candidate profile

1. Sourcing and Supplier Management

  • Identifying Suppliers: Researching and identifying potential suppliers and vendors who offer the best quality goods and services at competitive prices.
  • Supplier Negotiations: Negotiating contracts, pricing, and terms with suppliers to ensure favorable agreements for the organization.
  • Supplier Relationship Management: Building and maintaining strong relationships with suppliers, ensuring that they meet quality standards, delivery schedules, and contractual obligations.
  • Supplier Performance Monitoring: Monitoring supplier performance and addressing any issues related to quality, delivery times, or customer service.

2. Purchasing and Order Management

  • Placing Orders: Ensuring timely and accurate purchasing of goods and services based on organizational needs and stock levels.
  • Inventory Control: Managing inventory levels to ensure that the organization maintains sufficient stock levels without overstocking, minimizing excess inventory costs.
  • Order Tracking: Monitoring the status of orders, tracking delivery schedules, and ensuring timely receipt of goods and services.
  • Purchase Orders and Documentation: Managing the preparation and processing of purchase orders, ensuring all necessary documentation is accurate and compliant with procurement policies.

3. Budgeting and Cost Control

  • Budget Management: Working within allocated budgets to control procurement costs, optimize spending, and ensure the organization stays within financial limits.
  • Cost Reduction: Identifying opportunities for cost savings without compromising quality, through strategic sourcing, bulk purchasing, or renegotiating terms with suppliers.
  • Forecasting and Planning: Analyzing consumption trends, predicting future demand, and planning procurement activities accordingly to avoid shortages or excess.

4. Strategic Planning and Procurement Strategy

  • Developing Procurement Strategy: Formulating a procurement strategy that aligns with the company's overall goals, ensuring it is cost-effective, sustainable, and supports operational efficiency.
  • Market Research: Conducting market research to stay updated on market trends, pricing, and industry developments, using this information to inform procurement decisions.
  • Risk Management: Identifying and mitigating risks related to procurement, such as supply chain disruptions, price fluctuations, or quality control issues.

5. Compliance and Legal Requirements

  • Contract Management: Ensuring that all supplier contracts are well-documented, legally sound, and compliant with organizational policies and industry regulations.
  • Regulatory Compliance: Ensuring that all procurement activities comply with relevant local, national, and international laws and regulations.
  • Audit and Reporting: Managing the procurement process to meet internal audit requirements and prepare reports on procurement activities for senior management.

6. Collaboration with Other Departments

  • Cross-Department Collaboration: Working closely with other departments, such as finance, operations, and production, to ensure alignment with organizational needs and project timelines.
  • Understanding Internal Needs: Communicating with departments to understand their requirements, ensuring that procurement decisions align with operational goals.

7. Technology and Data Management

  • Procurement Software: Utilizing procurement software and enterprise resource planning (ERP) systems to streamline procurement processes, manage orders, and track supplier performance.
  • Data Analysis: Analyzing procurement data to optimize the purchasing process, improve supplier selection, and track performance metrics.
  • Automation and Innovation: Implementing automation tools and technology to enhance the efficiency of the procurement process, reduce errors, and improve overall performance.

Example of Tasks a Procurement Manager Might Perform:

  • Supplier Selection: Researching and selecting suppliers for a new product line, negotiating terms, and drafting contracts.
  • Order Management: Placing bulk orders for materials required in production, tracking delivery schedules, and ensuring timely receipt.
  • Cost Analysis: Analyzing purchasing trends and identifying areas where cost reductions could be implemented, such as negotiating lower prices with existing suppliers.
  • Inventory Review: Assessing current inventory levels and deciding whether to place an order to prevent stockouts, ensuring that critical supplies are available without overstocking.
  • Contract Negotiation: Negotiating with a supplier to extend payment terms, secure volume discounts, or adjust delivery schedules based on changing business needs.

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