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Tourism Promotion Services (TPS), Serena Hotels is a collection of 22 up-market hotels, safari lodges, camps and resorts within 7 Countries in the Eastern Africa region (Kenya, Tanzania, Zanzibar, Mozambique, Uganda, Rwanda, DR Congo).
We are renowned for our presence in magical locations and have the highest reputation for standards and service. We at Serena recognize that human resources are our most important asset, and significant resources are allocated annually towards staff development.
Full-time
Purchasing Manager Job at Kampala Serena Hotel
Kampala Serena Hotel
Job Description
The Purchasing Manager is responsible for all Supply Chain Centre operations at Kampala Serena Hotel to ensure that goods are supplied to user departments according to required standards. The role involves managing timely and efficient supply delivery with optimal productivity and cost-effectiveness across all departments.
Duties, Roles and Responsibilities
Key Duties and Responsibilities:
- Align supply chain strategy with Procurement strategy.
- Implement Supply chain strategy in KSH by ensuring the staff understand our Mission, Vision and Cross Cutting Objectives.
- Implement the priority areas for supply chain in line with the quarterly priorities for the business.
- Ensure compliance with all legal and statutory requirements and company policies relating to KSH Supply Chain Centre procurement operations (Public Health, City Council, OSH registration, Fire registration, Business permit, Security guards, Equipment).
- Understand the company policy on data protection relating to Procurement Department.
- Ensure each position at the KSH Supply Chain Centre understands its role in the Crisis Management Plan.
- To actively obtain and negotiate new supplier price lists and quotations.
- Ensure that requisitions for all supplies from the units are well managed by all the departmental heads in conjunction with Supply Chain team.
- Ensure effective authorization of requisitions (authorization is done on the same day LPOs/requisitions are inputted in the system).
- Ensure that the receiving of all supplies is well managed by all the Supply Chain department.
- Ensure timely and accurate ordering, distribution and delivery of Unit supplies, ensuring that missing items are substituted and recorded.
- Manage communication between the Supply Chain Centre and Units to ensure that undelivered goods are communicated to the units 2 days before loading.
- Ensure nil discrepancies on specifications and quantities during receiving from suppliers.
- Ensure nil goods returned from the Units due to variance from standards.
- Make weekly stock position updates.
- Ensure Supplier visits and appraisals are conducted and supply records are maintained.
- Promptly and effectively resolve discrepancies and variances between units and variances between physical and system stocks.
- Ensure hygienic and appropriate storage conditions are met.
- Ensure that Supply Chain Centre premises and equipment are maintained in good working order.
- Ensure that all imported supplies are cleared in a manner that is both timely and cost effective for the company.
- Ensure that all supplies and products meet quality standards and comply with regulatory requirements.
- Obtain details of the nearest equivalent product from suppliers where purchases cannot be made in accordance with specifications and obtain the approval of the relevant department head prior to purchase.
- Cultivate and maintain strong relationships with suppliers and vendors to enhance collaboration and resolve issues promptly.
- Monitor and evaluate supplier performance, including quality, timeliness, and cost-effectiveness and implement improvements as needed.
- Periodically review Supply Chain Centre standard operating procedures and ensure compliance of the same.
- Ensure compliance with data protection policies and procedures as defined for Procurement department.
- Stay up to date with industry regulations and compliance standards related to hotel supplies.
- Ensure adherence to the relevant authorities and limitations set out for a Supply Chain Manager.
- Ensure timely submission of invoices for the month.
- Establish quality control procedures and conduct regular inspections of received goods.
- Ensure optimization of transportation and logistics processes to minimize lead times and costs.
- Be overall responsible for stock management and control for all Supply Chain Centre departments.
- Maintain accurate inventory records and implement inventory control measures to prevent overstocking or stockouts.
- Forecast demand for supplies and create procurement plans to ensure adequate stock levels.
- Develop and execute cost-saving strategies to reduce supply chain expenses while maintaining quality standards.
- Ensure that stock management reports are produced in a timely and accurate manner by all Supply Chain Centre department heads.
- Analyse and review cost structures, supplier invoices and budgetary constraints.
- Ensure that stores’ annual and monthly budgets are in control, contained and accounted for.
- Ensure that security is effective at the KSH Supply Chain Centre.
- Ensure effective use of allocated supplies and resources at the KSH.
- Ensure all staff in the KSH Supply Chain department have clearly defined job descriptions.
- Ensure every individual in the KSH Supply Chain department has an annual performance plan.
- Ensure each staff performance in the KSH Supply Chain department is reviewed annually.
Qualifications, Education and Competencies
See all details of the qualifications, competencies and education for this role under the "How to Apply" section below.
Interested candidates should send their applications to jobvacancy.kampala@serenahotels.com.
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