Assistant Purchasing Manager

Mandarin Oriental Hotel Group is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world.

Increasingly recognized for creating some of the world’s most sought-after properties, the Group provides 21st century luxury with oriental charm. Above all, Mandarin Oriental is renowned for creating unique hotels through distinctive design and a strong sense of place, luxury hotels right for their time and place.     

Mandarin Oriental Muscat

Situated in a prime beachfront location, Mandarin Oriental, Muscat is a chic urban resort that offers 150 stylishly appointed guestrooms and suites, five restaurants and bars, a lush Spa at Mandarin Oriental, and an outdoor swimming pool. The hotel features a one-of-a-kind ballroom boasting spectacular views of the Arabian Sea as well as a variety of banquet and meeting spaces to accommodate social and business events.

For those seeking a luxury living experience in one of Muscat’s most desirable districts, an exclusive collection of 155 Residences at Mandarin Oriental combine the Group’s legendary service, world-class amenities and sweeping sea or mountain views.

The Assistant Purchasing Manager is responsible to manage the complete day to day purchasing functions together with Purchasing Manager. He will supervise and coordinate the purchasing clerk, receiving clerk, store clerk and driver to assure the smooth operations.

Responsibilities

1. General:

• It is part of your role to understand and disseminate/communicate all corporate and hotel policies and standard operating procedures to the colleagues.
• MOHG Code of Conduct requires that all business activities and business decisions comply with the general law, and with all rules, regulations and other requirements.
• It is part of your strategy to fully understand and support in all aspects the Mandarin Oriental, Muscat Human Resources Strategic Policy.
• It is part of your role and your responsibility to fully support all learning and development activities.
  • On The Job trainers and trainings.
  • Group Training Technique trainers and trainings.
  • Update and maintain a complete Training Matrix for your department.
  • Update and maintain Job Description and Job Specification Matrix your department.
• Ensure the colleagues’ career path and development needs are being prioritised and documented in accordance with the MO Profile online system.
• Hold monthly meetings with all colleagues to assure they have a forum to voice any concerns or challenges and share departmental and hotel information.
• You shall take all reasonable steps to safeguard stored information, and not divulge or otherwise transfer any personal data concerning the guests, customers or colleagues, or any confidential information concerning the hotel unless with the appropriate authority.
• Use of the hotel’s network, computers or internet access which is in the hotel’s view unreasonable or inappropriate, for example gambling, chatroom, or pornographic material, is a serious breach of hotel policy and grounds for summary dismissal.
• Support and adhere to all policies & procedures relating to Safe, Sound and Sustainable at Mandarin Oriental.
• Ensure compliance with the MOHG Social Media Policy, i.e. to be fully responsible for the content you publish on any social media platform, including your personal site.
• Mandarin Oriental, Muscat has zero tolerance on all forms of harassment or discrimination, i.e. it is strictly forbidden to discriminate on the basis of gender, disability, including physical or medical condition, race, colour, religion, national origin, ancestry, citizenship, age, sexual orientation, marital status, or for any other reason.
• Act as a hotel ambassador at all times.

To carry out any additional duties requested by management, related to hotel operational activities.

1. Departmental:

• Maintaining a good relationship with all departments and corporate purchasing.
• Supervise, train and motivate purchasing department colleagues and thoroughly understand all of their duties and responsibilities.
• Supervise the day-to-day functions of purchasing, receiving and store sections.
• Ensure that the department works closely with the Executive Chef, and the Excom Members to purchase the highest quality products while constantly searching for the lowest price.
• Establishment and maintenance of the logistics of procurement.
• Ensure that all purchase order requests are properly completed and approved before the items are purchased.
• Development and enhancement of purchasing and cost control policies & procedures.
• Ensure that all items received by the hotel are properly documented in accordance with the company’s purchasing and receiving procedures.
• Negotiate cost effective purchases for all supplies and services, while meeting all MOHG guidelines and quality specifications.
• Negotiate cost effective purchases for all Capex and FF&E items, while meeting all MOHG guidelines and quality specifications.
• Assist in handling the contract management in the hotel.
• Obtain the necessary authorization from the Director of Finance and General Manager prior to processing the orders.
• Obtain competitive price quotations and confirm purchase availabilities.
• Provide the Director of Finance with a monthly summary of outstanding purchasing reports.
• Establish a purchasing reporting package and database of supplier information.
• Ensure that there are sufficient supplies on hand for on all inventoried items for each department by coordinating regular inventories with stores.
• Ensure that all storage areas are secure, clean and properly organized and in line with the MOHG health and safety requirements.
• Assist Accounts Payable in researching any discrepancies on invoices.
• Establish and maintain par stocks on all inventoried items, keeping in mind that inventory levels must be kept as low as possible without compromising the efficiency of the hotel.
• Take appropriate personnel related action with purchasing colleagues as required.
• Conduct daily briefings & regular meetings with purchasing colleagues in the absence of Purchasing Manager.
• Prepare and post colleagues schedule in accordance with business needs.
• Conduct regular quality control audits to ensure colleagues are properly training and performing their duties following established procedures.
• Conduct food supplier premise checks with the Executive Chef before registering the supplier as a vendor to ensure supplier is compliant with HACCP standards.
• Assist to conduct surprise audits in receiving and storage areas to ensure that HACCP standards are being maintained by colleagues.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must have commitment to follow all local and corporate policies and procedures.
• Must be willing to accept assignments on as need basis, in order to promote teamwork.
• Responsible for the required colleague hiring, training, development and performance review of the team.
• Ensure full compliance with internal controls as listed in the Control Self-Assessment Questionnaires (CSAQ) related to Purchasing, Inventory and Accounts Payable functions.
• To perform any other duties that may be assigned from time to time by management.