Job Purpose

The Procurement Manager provides strategic leadership of the Procurement and Stores function by ensuring timely, cost-effective, ethical, and quality sourcing of goods and services required for hotel operations.

The role maximises value, supports guest satisfaction, protects company assets, and ensures compliance with internal procurement procedures and applicable procurement requirements.

Duties and Responsibilities

Procurement Management

• Oversee the entire procurement lifecycle, from requisitions to contract management.
• Source, evaluate, and identify reliable suppliers for goods and services across various categories.
• Create and maintain strong supplier relationships to ensure competitive pricing, quality, and delivery.
• Conduct regular market research, competitive bidding, and supplier evaluations to support cost-effective procurement strategies.
• Analyse and forecast procurement needs based on production and operational schedules to ensure continuous supply chain flow.
• Manage and ensure the timely availability of inventory, preventing stockouts and supporting operational efficiency.

Contract Management

• Lead negotiations of contract terms, including pricing, payment terms, and service-level agreements with vendors, ensuring terms for the resort.
• Ensure procurement contracts comply with company policies, applicable regulatory requirements, and ethical standards.
• Coordinate the drafting and signing of contracts, ensuring clarity of terms and mutual understanding between the resort and vendors.
• Manage the renewal, amendment, and termination of contracts in a timely and organised manner to maintain continuous operations.
• Review and update contracts periodically to ensure terms remain relevant to the evolving needs of the business.
• Develop and maintain supplier performance measures to assess delivery, quality, and price competitiveness.
• Conduct periodic supplier reviews and audits to ensure suppliers meet required standards and quality benchmarks.

Compliance and Risk Management

• Ensure procurement activities adhere to company policies, applicable procurement requirements, and industry best practices.
• Identify and mitigate procurement risks by assessing supplier performance, potential disruptions, and quality assurance measures.
• Enforce compliance with ethical standards, ensuring and transparent procurement processes.
• Implement measures to address non-compliance issues within the supply chain and initiate corrective actions where necessary.
• Maintain records of procurement activities, including approvals, contracts, and transactions, for audit and reporting purposes.

Budget Management

• Collaborate with the finance team to develop procurement budgets aligned with overall company financial goals.
• Monitor and control procurement expenditure, ensuring adherence to budget constraints.
• Identify cost-saving and procurement optimisation opportunities by evaluating supplier performance and negotiating discounts.
• Prepare and submit regular procurement expenditure reports for senior management review.

Collaboration and Supplier Communication

• Collaborate with internal functions such as kitchen, restaurant, bar, and other sections to understand procurement needs and ensure timely delivery of goods and services.
• Provide guidance and support to department heads on procurement-related matters, helping them make informed decisions.
• Act as the key point of contact between the hotel and suppliers, ensuring effective communication at all stages of procurement.
• Coordinate with the legal team where required to ensure procurement contracts are legally sound and protect the company’s interests.

Job Specification

Qualifications and Experience

• Diploma or Bachelor’s Degree in Procurement & Supply or Supply Chain Management.
• Valid membership and practising licence with ZIPS (Zambia Institute of Purchasing and Supply).
• Minimum 5 years’ relevant procurement experience, of which 2 years should be at supervisory or managerial level.
• Good knowledge of procurement laws, tendering procedures, and supply chain principles.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); knowledge of ERP systems is an added advantage.
• Strong negotiation and analytical skills.
• Hospitality industry experience is an added advantage.

Core Competencies

• Strategic sourcing
• Supplier relationship management
• Negotiation
• Contract management
• Compliance and ethics
• Budget control
• Analytical thinking
• Communication
• Collaboration with operating departments