JOB DEFINITION
- Sourcing and Procurement of equipment, materials, supplies and other requirements of the organization, either locally or from abroad, ensuring that these conform to the required standard of quality and quantity at the lowest possible cost.
- Partial Accounts Payable function may be needed
DUTIES & RESPONSIBILITIES
Purchasing Function
- Purchase operating supplies and source for services as required by operations.
- Review and control items or services sourced by the respective departments for technical supplies in terms of pricing, credit terms offered and reliability of suppliers. This will include the review of the tender process, where relevant.
- Maintain a list of suppliers and current quotes of items frequently purchased.
- Issue purchase orders upon receipt of duly authorised purchase requisition forms (PRF) and ensure prompt delivery.
- Ensure that all PRFs raised are properly authorised in accordance with policies set with regard to Authorising Limits.
Inventory Control
- Assist in the annual stock count process.
- Record and issue general printing & stationery items, which will be stored and controlled centrally.
- Record and issue tokettes to the Housekeeping and Guest Services staff for the guest laundrette. Retrieve tokettes from the washers and dryers on a weekly basis.
Accounts Payable Function
- Code and key regular supplier invoices into accounting system.
- Match invoices to Purchase Order and/or Purchase Requisition Form.
- Liaise with suppliers on discrepancies in billings and follow up on credit notes.
- Process payments to regular suppliers.
Other Duties
- In addition to the above, the staff can be assigned additional duties/assignments by the Department Head.
