Purchase Executive @ibis Mumbai Vikhroli, ibis Thane & ibis Navi Mumbai

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Prime Function:

• To direct the activities of the Purchase department and implement the company’s policies, guidelines and procedures to work efficiently and effectively.
• Allocation of suppliers based on the vendor capacity, location etc., and the company’s requirements.
• To survey the market and update the knowledge about new products and suppliers available in the market.
• Supervision of Receiving Clerk, handling of Food and Beverage requisitions, monitoring and control of non food purchases against budget, general items and management of minimum and maximum par level of all store items.
• Any matter which may affect the interests of ACCOR should be brought to the attention of the Management.

Key Responsibilities:

Purchasing Planning

• To prioritize purchases based on resources and urgency.
• Ensure to evaluate user needs and functionality of various materials purchased.
• Ensure that all Licensing laws are adhered to.
• Plan, direct and control all day-to-day Purchasing functions.
• Prepare monthly listing of slow moving and obsolete items and recommend further action

People Management

• Ensure that the team has been trained for all safety provisions.
• Motivate and develop the team to ensure smooth functioning of the department and promote teamwork.
• Provide effective support to the team to enable them to provide a range of effective and efficient services.

Financial Management

• Monitor and maintain inventory records of all the purchases made.
• Identify optimal, cost effective use of the resources and educate the team on the same.

Operational Management

• Prepare and invite tenders, contracts, and other related documents for ensuring a regular supply of materials.
• Ensure to carry out negotiations with vendors, manufacturers and agencies to obtain the best combination of price, quality, quantity, delivery, terms of payment and reliability of supply.
• Investigate and follow-up on complaints received from receiving, stores and user departments about the products and obtain corrective actions from the vendors.
• Keep track of Government Legislations for import of the equipment and materials & also ensure to know the name of the supplier.
• Handle import of equipment and material right from inquiry to the actual purchase.
• Coordinate with the other departments concerned on imports and the advise them on the impact of the same.
• Check processing and follow up for corrective action
• Ensure that all policies & procedures are adhered to in purchases.
• Ensure to replace the materials, if not accepted by the user department.
• Coordinate operations with Department Coordinators, Supervisors and other Departmental Managers to ensure operational readiness, efficiency in resource utilization and the prompt delivery of services.

Managerial Qualities

• Leadership skills that utilize persuasion and motivation to attain organizational goals is the most desirable management quality, followed by honesty, integrity, ethical behaviour, tactfulness, openness, and cultural awareness;

• Ability to accept responsibility
• Self confidence, motivation, drive and tenacity;
• Ability to enhance organizational performance;
• Ability to clearly delegate tasks and responsibilities;
• Ability to think strategically, inductively, and creatively;
• And the propensity to recognize and acknowledge other peoples’ ideas.

Health & Safety Responsibilities/ Duties

• Establish and maintain safe working conditions and practices following Accor Health, Safety and Environmental policies.
• Ensure all practicable steps are taken to maintain a safe work environment following Accor Health, Safety and Environmental policies.
• Ensure all staff within the department are fully conversant with departmental fire and evacuation procedures.
• Ensure all hazard are recorded and reported to the Management and that they are investigated appropriately with controls identified and reviewed.
• Implement Accor policy on prevention of Harassment/ Bullying in the Workplace according to guidelines.
• Ensure all protective clothing and equipment is provided to employees where necessary, maintained and they are train its use.
• Ensure all workplace accidents and incidents are reported accurately and promptly on the prescribed form, with appropriate investigation and corrective action taken.
• All serious harm accidents are reported to management immediately and within 7 days in writing.
• All new and transferring staff have training and ongoing supervision to ensure they have the knowledge and skills to perform work tasks in a safe manner.
• Rehabilitation support and assistance is provided to injured workers following Accor guidelines.
• Review and develop health and safety policy objectives and plans at least annually.
• Be proactive in keeping departmental health and safety records and information up to date.
• Ensue site visitor / contractor entry procedures are applied.

Additional Responsibilities Towards Sustainable Development

Occupational Health and Safety

Employee Responsibility

All employees to safeguard their health and safety and the health and safety of others, in the workplace.

Replacement & Temporary Mission

Be ready and responsible for any job, which may be assigned by the Management.

Hygiene/ Personal Safety/ environment

• Applies the Hotels’ Security Regulations (In case of Fire, etc)
• Applies the ISO 90001 Quality Certification requirements that impact his/her role.
• Respects the hotels commitments to the “Environment Charter” (saving energy, recycling, sorting waste, etc) and meets ibis ISO 14001 environmental commitments as applicable to the role, if the hotel is involved in the programme.

A bachelor's degree in Supply Chain Management, Business Administration, or a related field is generally preferred.

Experience in the hospitality industry, particularly in procurement, is a significant advantage.

2-5 years of experience in procurement within the hospitality sector is usually required.

Experience in managing vendor relationships and negotiating contracts is crucial.

Demonstrated ability to analyze costs and implement strategies for cost reduction is essential.

Strong negotiation skills are needed to secure favorable pricing and terms with suppliers.

Excellent written and verbal communication skills are necessary for interacting with various stakeholders.

The ability to analyze data, identify trends, and make informed decisions is important.

Familiarity with procurement software and Microsoft Office Suite is usually required.

Understanding and ensuring compliance with company policies, regulatory requirements, and industry standards.

Knowledge of inventory control and optimization techniques to minimize waste and ensure efficient operations.