Procurement Officer

4 days ago

Dubai, Dubai, United Arab Emirates IHG Hotels & Resorts Full time
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 voucher 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.

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