Assistant Procurement Manager 
(19984)

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy and warmth. We tailor every aspect of our guests’ stay to bring their dreams and desires to life. With an atmosphere that’s chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests’ expectations at every possible turn. 

Set in the vibrant heart of Cape Town’s waterfront, surrounded by restaurants, shopping, art and entertainment; on the doorstep of Table Mountain; and within easy reach of spectacular beaches, national parks, and winelands; One&Only Cape Town is the ultimate curator of discovery, from active adventures, to mindful moments and exclusive, tailored experiences. The warm South African charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest’s every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery and adventure. This is not simply our job, it’s our passion

JOB DETAILS & REQUIREMENTS:

• Plan and manage procurement activities; streamline and implement processes to increase the efficiency of the department.
• Support operations with sourcing of all products and services required within the property
• Negotiate pricing opportunities in support of the business bottom line and quality standards by establishing preferred vendors, economies of scale, settlement discounts and contracting
• Develop and maintain professional relationships with all department heads, suppliers/vendors.
• Maintain an efficient and effective base of suppliers and vendors
• Monitor and analyse market and price trends and collect latest market and price trend information and relay this information to the departmental heads to ensure better control of product quality and costs.
• Maintain contracted terms and conditions including those related to pricing, quality and availability, default and termination
• Maintain and control costs in conjunction with departmental heads and in line with hotel budget requirements.
• Maintain the integrity of all vendor information captured on to Iscala system.
• Ensure each vendor is set up correctly with email address and that each vendor has the correct purchase price allocated.
• Requesting of new items and the deactivation of Iscala items must be done via the cost controller who is responsible for Iscala Master Item Integrity file with the approval of the Procurement Manager.
• Any additions to inventory must first be approved by the Procurement Manager, with the relevant HOD consulted and Inventory/Stores engaged accordingly. Projected par stock levels must also be communicated and justified prior to approval.
• Maintain the purchasing order workbench on a daily basis.
• Monitor all outstanding in liaison with purchase orders on a daily basis.
• Cancel and amend purchase orders on a daily basis if the order was cancelled or the amount being received differs from the original purchase order and a back order is not expected.
• Ensure correct units of measure are associated with each vendor as to the quantities supplied and packaged by the supplier and vendor.
• Ensure that units of measure are broken down into purchasing units of measure, outlet requisition units of measure and depletion units of measure. This is to be done in conjunction with the Inventory/Store and cost controller.
• Monitor and update standard prices and vendor prices on a daily and weekly or as required.
• Query with suppliers all price changes not agreed upon and request credits. Ensure Price changes Invoices from receiving to be submitted for signature to Procurement Manager before collection by Finance Team.
•  
•  
• Required to obtain maximum of three (3) quotes for all new items to be sourced as requested by the relevant Head of Department. Head of Department is responsible for making the final decision as to what item/product is to be purchased.
• Ensure type 3 and Neo, Spa and Bastian Open PO’s are managed on a weekly basis and a report is send out every Thursday morning to all HOD for Type 3 Open PO’s and on monthly for Neo, Spa and Bastian, in conjunction with receiving administrator
• Keep and maintain comprehensive pricing contracts per supplier and vendor for internal audit purposes, as well as any supporting documentation which may be applicable.
• Manage and Update current and new Contracts on Smart sheet
• Performs ad hoc duties and/or special projects as designated by the Procurement Manager
• Maintains full confidentiality over Resort Financial information.
• Quick and polite response to any enquiries either via telephone or electronic mail.
• Contributes to the morale and team spirit of the resort by maintaining effective relationships with resort colleagues.
• Reviews and supervises the daily tasks of all Purchases
• Stock take and month end procedures, liaise with receiving administrator and ensure that all invoices and credit notes are processed… requisitions work list cleaned…
• Month end procedures include reconciliation of all unapproved and approved requisitions including system integrity on all requisitions remaining unprocessed due to lack of supporting documents
• Assist and work closely with Inventory Controller
• Assist in preparation of the bid in liaison with Inventory Controller of the product list for Dry goods, Frozen, Fish and seafood, Meat, Dairy General Cleaning and Paper Supply.

SKILLS, EXPERIENCE & EDUCATIONAL REQUIREMENTS

3–5 years relevant procurement experience, including exposure to:

• Strategic sourcing
• RFQs / tenders
• Supplier negotiations
• Cost analysis
• Inventory control and management
• ERP systems (e.g., iScala)
• Vendor onboarding
• Compliance and governance
• Reporting and spend analysis
• Contract administration/management

Additional experience in:

• Food & beverage procurement
• FF&E – Linen and Amenities
• Capex procurement
• Luxury brand standards
• Audit compliance
• FSMS awareness
• Studies completed or in the process of studying Purchasing, Logistics or Business Management advantageous
• Excellent written and oral communication skills required.
• Positive interpersonal skills required.
• Must be fluent in verbal and written English.
• Proficiency in Microsoft Word, Outlook and Excel

TRAINING AND DEVELOPMENT

• Attends and participates in team events.
• Participates in required training related to the job.
• To effective communicate and maintain a favorable working relationship with     colleagues at all levels.
• Assure professional attitude towards guest and colleagues at all times.
• To provide an effective structure for communication within the department at all levels.
• Leads by example, inspires and motivates those around through enthusiasm and inspires and guides others to make their decisions based on the organizations values and overall direction, keeping the Company’s goals in mind.

FINANCIAL:

• Monitors office stationery usage.
• Reports equipment repair and maintenance to Department Head.
• Expected to be conscious and responsible regarding energy and water conservation.

HEALTH & SAFETY:

• Ensure that company, statutory hygiene standards, and Food Safety Management System (FSMS) requirements are maintained, supported and adhered to in all work areas.
• Maintains full awareness of all Health & Safety, food safety, fire, and emergency procedures, always ensuring compliance.
• Report on any potential hazardous situations within the workplace.

POLICIES AND PROCEDURES:

• Maintains a high standard of appearance and professional grooming at all times, as per One & Only standard.
• Apply and adhere to rules and regulations as per employee handbook, departmental and hotel policies and procedures, including those for any emergency situations
• Develop and maintain an understanding of the overall organization’s mission, vision and values.
• At all times project a favorable image of One&Only Cape Town and One&Only Resorts to the public.
• Practices proper telephone etiquette with colleagues and hotel guests.
• Ensures all activities are carried out honestly, ethically and within the parameters of the South African Law

 Core VAlues & Competencies

Blow Away The Customer

• I care and work towards exceeding the expectations of my customers
• I am proactive and deliver unique and everlasting memories for our customers

Develop Passionate and Committed People

• I am committed to being thoughtful towards our colleagues
• I am passionate about my role        

Continuously Strive for Perfections (good enough never is)

• I constantly seek new ways and ideas to improve what I do
• I am inspired to make a difference

Achieve Sustainable Bottom Line Performance

• I am honest and fair
• I take responsibility and contribute towards the financial performance of where I wo

Grooming

• I present a professional image according to established standards

Communication

• I adapt my communication to the message and the audience
• I deliver effective written communications

 Functional Skills & Knowledge

• I understand the full scope of my duties and demonstrate initiative
• I take full responsibility for my actions

Planning & Organizing

• I set realistic goals both for myself and my colleagues in line with organization strategies
• I handle multiple priorities effectively

Team Management & Development / Influencing & Working with Others

• I devote time in training and coaching each colleague
• I conduct regular performance management discussions for my colleagues and monitor their progress

Where Colleagues do not have anyone to supervise,
then the competency will be replaced by with the following 2 behaviors:

• I am able to influence others when required to speak and present ideas
• I am able to work with other colleagues and departments effectively

Problem Solving & Decision Making

• I involve all the appropriate people to resolve problems in the business
• I proactively facilitate prompt and appropriate decision making

Innovation & Creativity

• I regularly seek new opportunities for change

We are passionate about investing in the growth of our company, and that means we are committed to investing in you. Apply today and “Write your Career Story”.

Closing date: