Purchasing Clerk (Saudi National)

Job description / Role

Our Vision, we make moments

Mövenpick Hotels & Resorts (MH&R) is in the "moments" business. We're intimately involved in important times in our guests lives. And you never know when a moment can be made. A simple smile in the lobby can create the positivity that turns a business trip into a new business celebration. An insider tip on the best way to spend a day can make an entire holiday. A romantic dinner for two can lead to a longer term partnership.

It doesn't take much to make a moment. Just to be genuine. And human. And warm. And take steps to do the ordinary in an extraordinary way.

We understand that this vision cannot be achieved without great people who create and support work environments designed to produce exceptional results.

The Role

- Aware about Municipality Regulation on Health, Hygiene and Safety.
- Aware about Hotel Purchasing Procedure.
- Knowledge of local market and products.
- Basic knowledge of work related automated financial and accounting reporting systems.
- Written and verbal communication skills.
- Organised and capable of managing more than one tasks at a time.
- Working knowledge of modern office methods, procedures, and equipment.
- Knowledge of Word, Excel and Outlook.
- Maintain courteous and friendly atmosphere and good working relationships with all colleagues.
- Act as a department team member and involve in projecting a good personal, department and company image.
- Maintain a high standard of personal hygiene and appearance at all times.
- Should have a complete understanding of the hotel's employee handbook and adhere to the regulations contained therein.
- Complete understanding of the hotel's policies & procedures and standard operating procedures and polices relating to fire, safety and health.

Requirements

Key Deliverables and Responsibilities

Planning & Organizing

- Thinks ahead, developing contingency plans where necessary.
- Manages time and resources effectively.
- Sets and strives to achieve high personal performance standards.
- Plans, organizes and uses a systematic approach to getting things done.
- Priorities actions and manages tasks through to completion.

Operations

- Handle all queries from internal & external customers.
- Ensure highest guest satisfaction, handle guest queries as priority one.
- Liaise with Company Auditors.
- Communicates openly and clearly both verbally and in writing.
- Develops positive working relationships at all levels.

Administration

- While receiving goods must check for following
- Quantity
- Quality
- Price
- Expiry date
- Country of origin
- Inform relevant departments upon arrival of goods on the receiving bay.
- Each receipt of goods or services must be posted in the Material Controls System against respective Purchase Order.
- Receiving Agent must stamp and sign every invoice against which goods being received.
- All goods must be received on receiving bay, Receiving clerk must put receiving stamp on the invoices for the deliveries received.
- Answer all queries from supplier and delivery personnel.
- Spot check on vehicle temperature to ensure that delivery of fruits & vegetable is done as per the regulations stipulated by Dubai Municipality.
- Ensure that all receiving for the day is posted prior to the end of the day and Daily Receiving Report is generated.
- Receiving clerk must attach all invoices with approved purchase order and receipt invoice generated from the computer system.
- Receiving clerk must arrange all invoices for the daily receipt in the same sequence order as of the Daily receiving Report.
- Receiving Agent must initial that report to state that he has completed this task.
- Receiving clerk at no point should alter the approved purchase order.
- If there is deviation more than 10% in terms of quantity then it should be brought to Inventory Supervisor and Purchasing Manager's attention.
- Receiving clerk at no point should alter the invoice sent by the supplier.
- If any variation to the price stated as per purchase order, should be brought to the attention of Purchasing Manager.
- If Supplier agrees to change the price then alterations could be made by supplier's representative by authorizing the amendment.
- Ensure that weighing scales are calibrated every quarter and separate file is being maintained for calibration certificate.
- Assist Purchasing Manager in the day to day operation of the Purchasing Department.
- Prioritise the assigned purchase requests as per delivery date, obtain three quotations, and negotiate the price then forward purchase request to Purchasing Manager.
- After proper approvals issue the Purchase Order to the supplier and follow up for the delivery of goods or services.
- Ensure that all HACCP requirements are complied with and related documentation is properly filed to the reviews of the authorities.
- Assist Purchasing Manager in all clerical jobs in the Purchasing Office including correspondence, filing, telephone call handling etc.
- Ensure that proper operating standards are adhered to in the areas of purchasing, receiving, store and goods issuing.
- Maintain vendor performance file to ensure the consistency in quality and service.
- Prepare report on savings achieved during the month and forward it to Purchasing Manager.
- Follow Hotel Purchasing Procedure, ensure that each purchase is supported with three quotations, the quotation should not be a paper exercise but every cost comparison must ensure best price and best quality.
- Job Description for Purchasing / Receiving Clerk will include above essential functions but will not be limited to the functions listed above.

Mövenpick Hotels & Resorts reserves the right to revise all job descriptions from time to time as business needs demand. Other duties may be assigned as & when necessary. The above-mentioned job description attempts to outline key aspects of the role, however, does not limit its right to assign other duties to an employee in this position. This job description does not constitute a written or implied contract of employment.

About the Company

A caring employer providing respect, training and career development for our employees. An attractive employer offering more than 100 professions across the 5 continents.

We are much more than a world leader. We are 250,000 hoteliers with the same shared passion for welcoming. We take care of millions of guests in our 4,300 addresses and on our digital platforms. As an operator and franchisor (HotelServices), owner and investor (HotelInvest), we invest all our energy into making "Feel Welcome" resonate as the finest hotel promise.

From luxury to economy and in every corner of the globe, AccorHotels'​ more than 20 brands meet all the needs of business and leisure travelers seeking comfort, attention and high-quality services.