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Position Summary

The Procurement Officer is responsible for sourcing, purchasing, and ensuring the timely delivery of goods and services required for day-to-day operations. This role ensures that suppliers meet quality, price, and delivery standards. The Procurement Officer maintains vendor relationships, negotiates contracts, monitors inventory levels, and supports budget control through effective procurement strategies.

Key Responsibilities

1. Purchasing & Sourcing

• Source and purchase food, beverages, equipment, packaging, and other operational supplies.
• Identify reliable vendors and request price quotations to ensure competitive pricing.
• Issue Purchase Orders (POs) and ensure timely delivery of ordered items.
• Maintain a database of approved vendors and suppliers with updated terms and pricing.

2. Supplier Management

• Build and maintain strong relationships with suppliers to ensure service quality and issue resolution.
• Evaluate supplier performance regularly, including quality, cost, and delivery reliability.
• Coordinate with vendors on changes in order quantity, product specifications, or delivery schedules.

3. Cost Control & Negotiation

• Negotiate pricing, discounts, and payment terms with suppliers to ensure cost efficiency.
• Analyze purchasing trends to identify cost-saving opportunities.
• Support budget planning by forecasting procurement needs and controlling overspending.

4. Inventory Coordination

• Collaborate with warehouse/store/kitchen staff to monitor stock levels and avoid overstock or shortages.
• Review consumption rates and usage patterns to schedule timely procurement.
• Ensure all purchased items meet required specifications, shelf-life standards, and regulatory requirements.

5. Documentation & Reporting

• Maintain accurate procurement records including invoices, delivery notes, and contracts.
• Prepare procurement reports for management, including cost analysis and vendor performance.
• Ensure compliance with internal purchasing policies and audit standards.

6. Cross-Department Collaboration

• Work closely with Finance, Kitchen, Store, and Operations teams to align procurement with actual demand.
• Attend departmental meetings to plan for upcoming purchasing needs based on business activities.
• Address any discrepancies between orders, deliveries, and invoices by coordinating with stakeholders.

• Bachelor’s degree in Business Administration, Supply Chain, Procurement, or related field.
• 2–3 years of experience in procurement, preferably in food service, hospitality, or retail.
• Strong negotiation and supplier relationship management skills.
• Familiarity with inventory control systems and procurement software (e.g., ERP, POS-linked systems).
• Good understanding of food safety and product shelf-life considerations.
• Proficient in Microsoft Excel and other office tools.
• Detail-oriented, with strong analytical and organizational skills.
• Ability to work under pressure and manage multiple orders or vendors simultaneously.