Purchasing/Procurement Officer at Beachfront Vipingo

Job Purpose

• To coordinate the procurement of goods, works and services by ensuring timely sourcing, purchasing and delivery of quality products at competitive prices, while maintaining compliance with the Company's procurement policies, inventory requirements and applicable regulatory standards.

Key Duties and Responsibilities

• Coordinate the procurement of goods, services and works in accordance with approved procurement policies and procedures.
• Prepare and process purchase requisitions, requests for quotations, purchase orders and supplier contracts.
• Source and evaluate suppliers to ensure quality, cost-effectiveness and timely delivery.
• Conduct supplier due diligence and maintain an approved supplier database.
• Negotiate prices, payment terms and service level agreements with suppliers.
• Monitor supplier performance and recommend corrective action where necessary.
• Ensure timely procurement of food, beverages, operating supplies, equipment and other materials required for hotel operations.
• Liaise with user departments to determine procurement needs and delivery schedules.
• Coordinate receiving and inspection of goods to ensure compliance with specifications.
• Monitor inventory levels and initiate replenishment to avoid stock shortages.
• Prepare procurement reports, expenditure analyses and supplier performance reports.
• Ensure compliance with procurement regulations, ethical standards and internal controls.
• Maintain accurate procurement records and documentation.
• Support periodic stock takes and inventory reconciliations.
• Perform any other duties as may be assigned by the Procurement & Stores Manager.

Key Performance Indicators (KPIs)

• Procurement cycle time.
• Cost savings achieved through strategic sourcing and negotiations.
• Timely delivery of goods and services.
• Percentage of procurement requests processed within approved timelines.
• Supplier performance and contract compliance.
• Accuracy and completeness of procurement documentation.
• Number of stock-out incidents.
• Compliance with procurement policies and procedures.
• Audit findings relating to procurement activities.
• User department satisfaction with procurement services.

Education, Skills and Experience

Must have:

• Bachelor's Degree in Procurement and Supply Chain Management, Purchasing and Supplies Management, Logistics, Business Administration or a related field from a recognized institution.
• Professional qualification such as CIPS, KISM or an equivalent procurement certification.
• Registered member of the Kenya Institute of Supplies Management (KISM).
• Minimum of three (3) years' relevant procurement experience, preferably in the hospitality industry.
• Proficiency in ERP systems, inventory management software and Microsoft Office applications, particularly Microsoft Excel.