Procurement Manager at One&Only Resorts

Job Summary

• The Procurement and Cost Control Manager is responsible for overseeing the overall procurement, purchasing, inventory management, receiving, stores, and cost control functions of the hotel, reporting directly to the Director of Finance. The role ensures that all hotel departments are supplied with the required goods, products, and operating materials in accordance with established quality standards, budgetary requirements, operational needs, and delivery schedules. This includes developing and implementing efficient procurement processes, sourcing reliable suppliers, negotiating competitive prices and favourable payment terms, monitoring market trends, and maintaining strong professional relationships with suppliers and departmental Heads of Department (HODs). The position is accountable for ensuring that all purchasing activities comply with hotel policies, procurement procedures, internal controls, contractual requirements, and audit standards.
• The role oversees the complete purchasing process, including supplier selection and approval, vendor registration and maintenance on the ERP system, purchase order monitoring, price updates, quotation comparisons, contract management, and the maintenance of accurate procurement records. It ensures that appropriate quotations are obtained in accordance with company policy, supplier pricing agreements are maintained, and all procurement activities follow established governance procedures, including requests for proposals, requests for quotations, bidding processes, and contract approvals. The Procurement and Cost Control Manager works closely with departmental management and Finance to control expenditure, monitor purchasing trends, maintain accurate supplier and product information, and ensure that all purchasing decisions support operational efficiency and the hotel's financial objectives.
• A key responsibility is the effective management of inventory and cost control across all hotel stores and outlets. This includes establishing and monitoring appropriate par stock levels, maintaining accurate inventory records, authorising new item codes, deactivating obsolete items, and ensuring that stock levels are aligned with operational requirements. The role oversees daily cost-of-sales reporting, Micros depletion processes, stock transfers, inventory adjustments, and the verification of system transactions to ensure accuracy and accountability. It also ensures that monthly cycle counts and stocktakes are conducted correctly, with all required system processes completed before stock counts commence. Stock variances must be investigated, documented, and reported, while inventory movements and adjustments must be properly authorised and processed within the required timeframes.
• The position is responsible for supervising receiving and stores operations to ensure that all deliveries are received, inspected, verified, and processed accurately within the required deadlines. This includes checking that purchase orders, supplier invoices, product descriptions, quantities, and prices correspond before goods are accepted into the ERP system. Any discrepancies, price changes, back orders, returns, or credit notes must be properly documented and followed up with the relevant departments and suppliers. The role also ensures that all receiving documentation is correctly stamped, signed, and processed, that returns to vendors are recorded accurately, and that receiving areas and stores remain clean, organised, secure, and compliant with health and safety requirements. Strict controls must be maintained over access to stores, operating hours, and emergency requisitions to protect hotel inventory and prevent unauthorised stock movements.
• The Procurement Manager and Cost Controller plays an essential role in financial reporting and month-end procedures, ensuring that all inventory-related activities are completed accurately and within deadlines established by the Director of Finance and Financial Manager. Responsibilities include coordinating beverage and food stock counts, reviewing stock variances, monitoring slow-moving inventory, processing relevant inventory journals, and submitting inventory ageing reports and store variance reports to Finance within the prescribed timeframes. The role also ensures that all stock transfer transactions are appropriately authorised, supporting documentation is complete, and inventory system mappings between Micros and the ERP system remain accurate and consistent.
• In addition to operational responsibilities, the role requires strong leadership, analytical skills, attention to detail, and effective communication with Finance, departmental managers, suppliers, and other relevant stakeholders. The Procurement and Cost Control Manager must continuously review procurement and inventory procedures, identify opportunities for improved efficiency, strengthen internal controls, minimise wastage, and reduce unnecessary expenditure without compromising product quality or service standards. Through effective supplier management, purchasing control, inventory monitoring, accurate financial reporting, and strict adherence to procurement policies, the position contributes to the hotel's overall profitability, operational effectiveness, and financial sustainability.

Skills, Experience & Educational Requirements

• With Bachelor’s Degree or Diploma in a business related field. Procurement qualification would be advantageous.
• Minimum of 2 to 4 years working experience in the similar role, strategic sourcing and contract development
• Have strong attention to details and quality of work.
• Able to work under pressure and towards deadlines, be able to work as part of a team, and be a self-motivated and approachable and friendly person.
• 5* Luxury Hotel experience would be advantageous.
• An understanding of accounting terms and practices.
• Above average Excel skills (not less than level 2)
• Must be fluent in verbal and written English.