Assistant Purchasing and Store Manager

Financial Controller

Storekeeper and Store Helper

Managing and maintaining accurate inventory of all supplies and equipment.

Develop and implement the resorts procurement strategy aligned with budget, forecast, and cash

Coding and charging materials to appropriate department.

Ensure that the team works closely with all departments to purchase the highest quality products at the lowest prices.

Managing day-to-day functions with team including proper documentation in line with the Hotels

purchasing and receiving procedures.

Ensure all purchases are supported by approved PRs and POs prior to delivery.

Escalate any deviations, system issues, or emergency purchases with proper justification.

Ensure procurement activities comply with internal controls, audit requirements, and CPD

guidelines.

Maintain complete documentation for audit trail (PR, PO, GRN, invoice).

Generate purchase orders on approved requisitions and obtain necessary authorization.

Sourcing all hotel related items and obtaining specifications and quotations in order to a profitable

Purchase.

Managing a smooth flow of communication with suppliers, shippers, customs, clearing agents and other transport and service providers in and around the Country and overseas.

Keeping the management and user department heads updated at all times with regards to market conditions, availability and delivery information.

Processing all information using the hotel software. (BSS)

Regular checks on slow moving items etc. in the stores.

Regular checking for close to expiry items and how to replace them accordingly and not waste.

First in first out policy to be clearly maintained and handled in a proper manner.

Damaged items to be sent back or replaced by suppliers.

Making sure the receipt of suppliers credit notes for spoiled and wrong items delivered.

Make sure that all perishable items are stored and maintained at per HACCAP standards.

Coordinate with supply dhoni/boat along the captain and crew regarding good transport.

Ensure the food & beverage & general stores is complied with the sanitary, hygiene, safety &

proper temperature standard set by resort.

Organizing and responsible for monthly & annually stock taking handling issues related to inventory count.

Receiving goods in the stores, proper storing of goods as per the areas/location allocated and raise good receive notes.

Ensure all goods received are supported by approved purchase orders and are posted as GRNs on the same day.

Maintain accurate Stock on Hand (SOH) at all times.

Enforce strict adherence to inventory control procedures and segregation of duties.

Prevent pilferage, unauthorized issuance, and stock discrepancies.

Ensure proper handling of perishable, high-value, and sensitive items.

Coordinate with Stores and Cost Control to ensure timely GRN posting.

Plan and conduct monthly and annual stock takes.

Investigate, explain, and report inventory variances.

Prepare inventory and variance reports for management and audit purposes.

Issuing goods to user departments as per the time and day allocated and raise goods issue notes.

Checking expired items and disposal of them after proper authorization.

Coordinate with & Internal & External Auditors & arrange necessary documents for Auditors.

Receive the approved store requisition and issue accordingly.

Check the quantity and price according to the order list if there is any variation to the price or quantity as per purchase order handle issues related to good receipt.

Arranging the quality test by the department concerned person on arrival of goods.

Acts on own initiative when appropriate.

Stamp and sign every invoice against which goods are being received.

Attach all invoices with approved purchase order and receipt invoice generated from the computer system.

Ensure that all delivery for the day is posted prior to the end of the day.

Forward all invoices & custom report to the cost controller.

Support month-end closing activities related to purchasing.

Coordinate closely with Purchasing, Cost Control, and Accounts Payable.

Ensure timely issuance and posting of requisitions in the system.

Maintain audit-ready documentation and system accuracy.

Supervise, train, and evaluate store staff.

Ensure staff compliance with SOPs and system procedures.

Promote a culture of accountability and control awareness.

Work with Executive Chef/F&B Manager to reduce food/beverage costs and identify savings.

Review purchase requests, process invoices, and resolve discrepancies with Accounts Payable.

Generate reports on purchase orders, inventory, costs, and savings for management.

Liaise with all resort departments (Kitchen, Engineering, etc.) to understand needs and resolve supply issues.

WORKING CONDITIONS:

a) Office Space:

A permanent desk in Finance Department Office b) Secretarial Support:

Secretarial and other support to be provided from within the HR department c) Technological Support (Computer, Landline Phone Connection etc.):

As of when it is necessary and needed to perform specified project/ task. d) General:

Subject to the fact that he/she may from time to time be expected to work outside normal hours to meet reporting deadlines and take full responsibility of the department thereby extending his/her support whenever needed.

PERFORMANCE STANDARDS:

a) Specific financial measures of performance:

To be agreed at each appraisal

b) Specific non-financial measures of performance:

To be agreed on recruitment and at each appraisal. c) General measures of performance:

As a member of the department, he/she is required to set the highest standards of

performance both within his department and as an example for others outside his department. d) Frequency of appraisal:

Performance to be appraised annually or as per policy of the company e) Appraiser:

To be appraised by the immediate superior.

This is not an exhaustive list of responsibilities; it is only an indication of the duties and responsibilities expected from you. You could be subject to any other duty and responsibility by the management as and when required.