Purchasing Manager

Location: Aba, Abia

Job Summary

• The Purchasing Manager is responsible for planning, coordinating, directing, and controlling all procurement and purchasing activities of the hotel to ensure the timely acquisition of quality goods, services, equipment, and supplies at the most competitive prices.
• The Purchasing Manager works closely with Finance & Accounts, Food & Beverage, Kitchen, Housekeeping, Engineering & Maintenance, Front Office, Sales & Marketing, Spa, Security, Stores, and all operational departments to ensure efficient procurement planning, cost optimization, quality assurance, and value for money while maintaining the hotel's superior luxury service standards.
• The role ensures uninterrupted hotel operations through effective sourcing, supplier relationship management, contract administration, inventory coordination, and compliance with the hotel's procurement policies, financial controls, and statutory regulations.

Key Responsibilities
Procurement Planning & Management:

• Monitor procurement budgets, expenditure, and purchasing priorities to support business continuity.
• Coordinate procurement activities across all hotel departments.
• Develop and implement annual procurement plans aligned with operational requirements.
• Ensure the timely procurement of goods, services, equipment, and operational supplies.
• Maintain optimal stock levels to support uninterrupted operations.
• Forecast purchasing needs based on occupancy levels, events, and business projections.

Vendor Sourcing & Supplier Management:

• Identify, evaluate, and pre-qualify reliable suppliers.
• Develop and maintain an approved supplier database.
• Negotiate competitive pricing, payment terms, warranties, and service agreements.
• Build and maintain strategic supplier relationships.
• Conduct periodic supplier performance evaluations and ensure compliance with contractual obligations.
• Resolve supplier performance issues and promote supplier diversity where applicable.

Purchasing Operations:

• Track purchase orders through to delivery and coordinate urgent procurement requirements when necessary.
• Prepare and process purchase orders accurately and ensure all required approvals are obtained.
• Maintain accurate procurement records and ensure purchasing lead times meet operational needs.
• Review approved purchase requisitions and obtain competitive quotations in line with procurement policies.

Cost Control & Budget Management:

• Identify and implement cost-saving initiatives.
• Monitor market trends and procurement spending.
• Prepare procurement cost and expenditure reports.
• Support departmental budget management and value engineering initiatives.
• Negotiate favorable pricing without compromising quality.

Inventory Coordination:

• Monitor reorder levels, inventory reports, slow-moving items, and obsolete stock.
• Support periodic stock counts and ensure FIFO compliance where applicable.
• Prevent stock shortages, overstocking, and excess inventory holding costs.
• Collaborate with the Stores team to maintain optimal inventory levels.

Quality Assurance:

• Coordinate inspections of delivered goods and reject substandard items.
• Monitor supplier quality performance in collaboration with user departments.
• Ensure all purchased goods meet approved quality standards and specifications.
• Maintain quality assurance records and support product standardization initiatives.
• Verify supplier compliance with quality and safety requirements.

Contract Administration:

• Prepare, maintain, and administer supplier contracts and service agreements.
• Monitor contract performance, pricing, renewals, and expiry dates.
• Monitor service level agreements (SLAs) and maintain accurate contract records.
• Ensure compliance with contractual obligations and applicable legal requirements.

Documentation & Record Management:

• Support electronic procurement systems and ensure compliance with document retention policies.
• Protect confidential procurement information.
• Maintain complete and audit-ready procurement documentation, including purchase requisitions, quotations, purchase orders, invoices, supplier records, and contracts.

Compliance & Internal Controls:

• Support continuous improvement of procurement controls and compliance documentation.
• Maintain segregation of duties and uphold Delegation of Authority (DOA) limits.
• Promote ethical procurement practices and prevent fraud or conflicts of interest.
• Ensure procurement activities comply with company policies, procedures, and regulatory requirements.

Audit Support

• Implement audit recommendations and corrective actions.
• Maintain audit-ready procurement files and support compliance reviews.
• Provide procurement records during internal and external audits.
• Respond promptly to audit queries and support procurement verification exercises.

Reporting:

• Produce procurement budget and performance reports for management review.
• Prepare daily, weekly, monthly, and annual procurement reports.
• Track purchase order status, procurement expenditure, supplier performance, and cost savings.

Stakeholder Collaboration:

• Partner with Finance, Food & Beverage, Kitchen, Housekeeping, Engineering, Front Office, Sales & Marketing, Spa, Security, Stores, and other operational departments to support procurement planning and operational excellence.
• Participate in management meetings and resolve procurement-related issues promptly.
• Maintain effective relationships with suppliers and service providers.

Health, Safety & Sustainability:

• Ensure suppliers comply with health, safety, and regulatory standards.
• Participate in emergency procurement planning and promote sustainable procurement practices.
• Verify required quality and safety certifications.
• Support safe delivery procedures and the procurement of hazardous materials in accordance with regulations.

Continuous Improvement:

• Recommend and implement process improvements and digital procurement initiatives.
• Benchmark procurement performance and drive continuous improvement across procurement operations.
• Participate in relevant training and professional development.
• Comply with procurement regulations, policies, and best practices.

Qualifications & Requirements
Education:

• Bachelor's Degree or Higher National Diploma (HND) in Procurement & Supply Chain Management, Purchasing & Supply, Business Administration, Logistics, Accounting, Economics, or a related discipline.

Experience:

• Experience in a luxury hotel, hospitality organization, or large commercial establishment is highly desirable.
• 5–8 years' progressive procurement experience, with at least 3 years in a supervisory or managerial role.
• Proven experience in supplier management, contract administration, inventory planning, procurement systems, and strategic sourcing.

Professional Certifications (Preferred):

• Membership of the Nigerian Institute of Purchasing & Supply.
• Chartered Institute of Purchasing and Supply Management of Nigeria (CIPSMN).
• Project Management certification is an added advantage.
• Chartered Institute of Procurement & Supply (CIPS).
• Institute for Supply Management (ISM).
• Proficiency in Microsoft Excel, ERP systems, and procurement software.

Skills & Competencies:

• Procurement & Supply Chain Management
• Attention to Detail
• Strategic Sourcing
• Cost Control & Budget Management
• Risk Management
• Vendor & Supplier Relationship Management
• Integrity, Ethics & Confidentiality.
• Problem Solving & Analytical Thinking
• Communication & Stakeholder Management
• Procurement Planning
• Financial Analysis
• Time Management
• Negotiation & Decision-Making
• Inventory Management
• ERP & Procurement Systems
• Advanced Microsoft Excel
• Leadership & Team Collaboration
• Contract Negotiation & Administration

How to Apply
Interested and qualified candidates should forward their CV and Cover Letters to: [email protected] using "Purchasing Manager (Abia)" as subject of mail.

Note: Only shortlisted candidates will be contacted.