Procurement and Stores Officer

Lodgistics Professional Hospitality Solutions; uPhongolo Local Municipality; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A luxury lodge management company is seeking a Procurement and Stores Officer responsible for sourcing and purchasing all goods required for lodge operations. The role involves ensuring cost-effective purchasing and optimal inventory management while complying with procurement policies. Candidates should have strong negotiation skills, exceptional organizational abilities, and an understanding of inventory management systems. The position requires proactive problem-solving and teamwork to support seamless operations within a luxury five-star environment.

Qualifications

• Strong negotiation and supplier management skills.
• Excellent organizational and time management abilities.
• Analytical skills for cost control and inventory analysis.

Responsibilities

• Identify and negotiate with suppliers for quality products.
• Oversee receipt, storage, and issuing of goods.
• Monitor expenditure against budget for cost savings.
• Ensure compliance with procurement policies and regulations.

Skills

Negotiation skills

Supplier management

Organizational skills

Analytical skills

Communication skills

Tools

Inventory management systems

Procurement software

Job description

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

• Identify, evaluate, and negotiate with suppliers to secure the best quality products at competitive prices.
• Maintain strong relationships with suppliers and monitor their performance in terms of quality, delivery, and service.
• Ensure timely procurement of goods in line with operational needs and budget constraints.
• Obtain and review quotations, purchase orders, and contracts to ensure compliance with lodge policies.

Stores & Inventory Management

• Oversee the receipt, storage, and issuing of all goods to ensure proper stock levels.
• Maintain accurate inventory records, conduct regular stock counts, and reconcile discrepancies.
• Implement stock rotation (FIFO/FEFO) and monitor expiry dates to minimize wastage.
• Ensure stores are clean, organized, and secure to prevent damage or pilferage.

Cost Control & Reporting

• Monitor expenditure against budget and identify opportunities for cost savings.
• Generate regular reports on stock levels, procurement activities, and supplier performance.
• Work with the Finance Manager to forecast procurement needs and support budget planning.

Compliance & Standards

• Ensure procurement and stores operations comply with lodge policies, food safety regulations (HACCP), and South African legislation.
• Monitor supplier compliance with quality, safety, and contractual obligations.
• Maintain documentation and records for audits and regulatory inspections.

Teamwork & Communication

• Coordinate with all lodge departments, including kitchen, housekeeping, and maintenance, to understand supply needs.
• Supervise stores or procurement staff and provide guidance where necessary.
• Resolve stock or supply-related issues proactively to support seamless operations.

Core Competencies

• Strong negotiation, supplier management, and procurement skills.
• Excellent organizational and time management abilities.
• Analytical skills for cost control and inventory analysis.
• Knowledge of inventory management systems and procurement software.
• Understanding of HACCP, safety, and South African regulations related to procurement and storage.
• Effective communication and interpersonal skills.
• Integrity, confidentiality, and attention to detail.

Working Environment

Luxury five-star lodge with high-volume operations, including fine dining, private bush dining, and events.

Fast-paced and dynamic, requiring accuracy, attention to detail, and organization.

Interaction with multiple lodge departments, suppliers, and finance staff.

Flexibility for peak periods, weekend, or holiday support may be required.

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