Assistant, Procurement 
(15434)

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. 

Shimmering in azure Indian Ocean, fringed with white powder sands and vibrant coral reef, One&Only Reethi Rah is a beautiful and rare place that creates magically unscripted stories for the world’s most discerning and remarkable guests. 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 SUMMARY

To source, and coordinate Purchases until order is received and suppliers are paid. To conduct price comparisons amongst all suppliers regularly

KEY DUTIES AND RESPONSIBILITIES

• To ensure all Purchase Requests are received by Purchasing Policies.
• To obtain price comparisons and check the best offer with the most reliable supplier with credit facilities first.
• To check item description before creating the articles on the Material Control.
• To check the proforma invoice against Purchase orders before issuing payment requests, especially for all Advance Payments.
• To raise payment memo for all Advance Payment, Deposit, or Letter of Credit requested by supplier upon approval of Purchase Orders.
• To follow up with Account Payable with all the payment requests until the bank Telegraphic Transfer copy is received.
• To ensure that suppliers confirm receipt of the copy of payment either by Email or Fax and confirm the status of the order.
• To check expiry dates on all Items (whichever is applicable) before placing the order. 
• To ensure all Purchase requests are approved by relevant department heads or appointed representatives (when department heads are not available) before processing the request.
• To ensure all Purchase requests are submitted for approval before issuing of Purchase Order.
• To ensure the correct date of delivery is posted before issuing of Purchase Order.
• To ensure all Purchase Orders are approved before submission to suppliers.
• To ensure all Purchase Orders are being acknowledged receipt by suppliers and confirm the status of delivery according to the date stated on the purchase orders.
• To ensure follow-ups are done regularly for all open purchases.
• To follow up with the receiving department regularly to ensure that Open Purchase Orders are closed as soon as goods are received.
• To obtain shipping documents and coordinate with the Clearing Agent with regards to the arrival of shipment.
• To obtain and cross-check check shipping documents are correct as per order before submission to the clearing agent and to ensure all copies of the document are given to the receiving officer.
• To follow up with shipment arrival with the clearing agent and to ensure the clearing process is done within the most reasonable time.
• To coordinate with local suppliers to ensure delivery of goods to the supply boat is done at specific times and days as per schedule.
• To ensure all local purchase orders are faxed to the Male Office to the attention of the Manager, Male Office.
• To coordinate with Receiving should there be any wrong delivery, damage, spoilage, or discrepancies to get the report done within 48 hours and to be submitted to the suppliers.
• To follow up with suppliers with all the discrepancies report, either to get a replacement or credit note, whichever is applicable.
• To ensure Credit Notes or feedback with regards to discrepancies reports being submitted to the Receiving Department for their action.
• To coordinate with Receiving, Supply Boat, and Male Office should there be any goods to be returned to the supplier by issuing of Gate Pass and ensuring the supplier received the returned goods.
• To follow up on all Gate passes should any items need to be replaced or returned to the Resort and to update the status with the relevant department.
• To ensure that information required by the receiving department about all orders is given within a reasonable time.
• To ensure that “Urgent” goods orders are being communicated to the relevant person concerned or department heads with an update status until goods are received by the right person.
• To conduct spot checks on goods upon arrival.
• To assist the Director, of Procurement with whatever information relating to Purchasing Department work. 
• To perform any additional duties and/or special projects as requested by the Director, Procurement.
• To perform all other jobs related to your scope of work, as requested by your superiors or other Managers

SKILL EXPERIENCE & EDUCATIONAL REQUIREMENT 

• Skills – Communication skills, interpersonal skills, a good negotiator
• Experience – 2 years experience on the same task
• Education – O-level graduate
• Guest Driven 
• Team player 
• Flawless Communicator 
• Passionate 
• Well Organized 
• Luxury Service  
• Details Oriented 

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.