Purchase and Receiving Officer

**General Activities** - Accommodate any internal, external, or statutory audit requests - Complete any other projects, tasks or activities as assigned from time to time **Supplier Management**: New Item creation** - If a requested item is not available on the system, initiate checking whether a substitute is available - In the absence of a substitute, ensure filling of the new article creation form for the substitute - Verify and approve the new article creation form - Ensure that article creation is initiated on the Birch Street system database after receiving approval of Purchasing Manager and General Accountant for the new article - Ensure that Over and Major group are specified for the item - Initiate the new item group creation if necessary after receiving approval from the Director of Finance - Authorize the final selection of the item group, and assign the item to an assortment - Ensure updating of the new item group with associated suppliers in Birch street System - Define supplier standards such as "quality parameters, delivery terms, price discounts, after sales response, supplier performance and compliance to Marriott quality standards" for individual items or item groups - In case of new items, review which existing suppliers could be assigned - Authorize the supplier options presented by the system - Approve the selected new suppliers if existing suppliers cannot supply the new item (s) - Monitor request for quotation to the selected suppliers - Carry out comparison of the quotations received, along with the user department, to shortlist suppliers - Ensure that the shortlisted suppliers send items for sample testing - Review comparison to select suppliers based on the selection criteria - To ensure contract compliance ensure that the vendors are locked in for all Marriott negotiated items, whether on a world - wide, region-wide or country-wide basis - Finalize the terms of contract with selected suppliers with approval from user Department Head and Director of Finance - Ensure updating of new suppliers in the People Soft and Birch Street database - Finalize all terms of contracts for predefined period, with terms of quantity and prices fixed along with the user department and Director of Finance- Seasonal items including beverages, food supplies and other items, percentage based quantities are defined for selected suppliers - Imported beverages - procurement schedules and quantities are defined for selected suppliers - Accurate and timely update of Supplier Registration Form for creation of a new supplier code in People Soft - Collect copy of letter head or tax registration wherever applicable: Registration number, registration year, any license number, exemption, if any, copy of registration certificates if applicable - In case of any supplier change (name, address or registration numbers) collect relevant regulatory document supporting the change - Ensure updating of items received at receiving section in the Birch Street system and in the physical stores - Ensure that slow moving items and items nearing expiry dates are monitored and concerned user departments are advised or future action - Evaluate and establish par levels for various item groups based on consumption analysis, and updating of the Birch Street system - Ensure verification and physical stock taking for items at outlets and the stores, if applicable: - Manage the identification of supplies for disposal or resale - Monitor the valuation of supplies for disposal or resale - Review disposal or resale of identified supplies - Ensure beverage store access and requisition times are defined, as per Marriott guidelines- Ensure that all beverage stock transactions are updated in the stock registers and the Birch Street system regularly- Conduct inventory check for beverage stores to be carried out periodically with Hotel Accountant as per Marriott guidelines - Support the Hotel Accountant to review the beverage inventory at the outlets periodically as per Marriott guidelines - Support the General Accountant to review the outlet beverage stock par levels defined, if they are in line with the outlet consumption - Authorize the outlet beverage stock par levels defined and forward to Director of Finance and Director of Food and Beverage for their approval - Communicate stock take timetable along with Finance Associate to Department Head - Distribute closing stock, slow moving items list and consumption reports to Department Head for review - Review if stocks are in-sufficient during periodic review (Weekly/ Fortnightly/ Monthly), to assist the stores clerk to calculate required quantity to satisfy requested quantity and also maintain required par stock levels - Ensure the creation of purchase requisition in the system, with all required details - Receive purchase requisitions with the requirement details (quantity) from departments - Forward the purchase requisition to the Purchase Manager, DOF and department head for approval ,based on