SUMMARY:
Procurement and Stores Officer
POSITION INFO:
Job Title Procurement and Stores Officer
Reports To Finance Manager
Job Purpose The Procurement and Stores Officer is responsible for sourcing,
purchasing, and managing all goods and supplies required for the lodge’s
operations, including food, beverages, housekeeping items, and
operational supplies. The role ensures cost-effective purchasing, optimal
inventory management, compliance with procurement policies, and
smooth operational support in a luxury five-star lodge environment.
Duties and
Responsibilities
Procurement & Supplier Management
ï‚· Identify, evaluate, and negotiate with suppliers to secure the best
quality products at competitive prices.
ï‚· Maintain strong relationships with suppliers and monitor their
performance in terms of quality, delivery, and service.
ï‚· Ensure timely procurement of goods in line with operational needs
and budget constraints.
ï‚· Obtain and review quotations, purchase orders, and contracts to
ensure compliance with lodge policies.
Stores & Inventory Management
ï‚· Oversee the receipt, storage, and issuing of all goods to ensure
proper stock levels.
ï‚· Maintain accurate inventory records, conduct regular stock counts,
and reconcile discrepancies.
ï‚· Implement stock rotation (FIFO/FEFO) and monitor expiry dates to
minimize wastage.
ï‚· Ensure stores are clean, organized, and secure to prevent
damage or pilferage.
Cost Control & Reporting
ï‚· Monitor expenditure against budget and identify opportunities for
cost savings.
ï‚· Generate regular reports on stock levels, procurement activities,
and supplier performance.
ï‚· Work with the Finance Manager to forecast procurement needs
and support budget planning.
Compliance & Standards
ï‚· Ensure procurement and stores operations comply with lodge
policies, food safety regulations (HACCP), and South African
legislation.
ï‚· Monitor supplier compliance with quality, safety, and contractual
obligations.
ï‚· Maintain documentation and records for audits and regulatory
inspections.
Teamwork & Communication
ï‚· Coordinate with all lodge departments, including kitchen,
housekeeping, and maintenance, to understand supply needs.
ï‚· Supervise stores or procurement staff and provide guidance
where necessary.
ï‚· Resolve stock or supply-related issues proactively to support
seamless operations.
Core Competencies ï‚· Strong negotiation, supplier management, and procurement skills.
ï‚· Excellent organizational and time management abilities.
ï‚· Analytical skills for cost control and inventory analysis.
ï‚· Knowledge of inventory management systems and procurement
software.
ï‚· Understanding of HACCP, safety, and South African regulations
related to procurement and storage.
ï‚· Effective communication and interpersonal skills.
ï‚· Integrity, confidentiality, and attention to detail.
Working
Environment
ï‚· Luxury five-star lodge with high-volume operations, including fine
dining, private bush dining, and events.
ï‚· Fast-paced and dynamic, requiring accuracy, attention to detail,
and organization.
ï‚· Interaction with multiple lodge departments, suppliers, and finance
staff.
ï‚· Flexibility for peak periods, weekend, or holiday support may be
required.
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