JOB DESCRIPTION

Job Title: Purchasing, receiving and stores manager

Department: Purchasing & Stores

Reports to (directly): General Manager

Reports to (indirectly): Operations Director, Finance and Accounts department

Responsible for: Storekeepers and trainees

Last Update: December 2023

THE PRIMARY OBJECTIVE OF THE POSITION

The Purchasing, receiving and store manager role is as the lead employee of Bean Plant
Limited in charge of:

● Ensuring consistent and uninterrupted flows of

products/items/goods/ingredients/machines/tools/equipment at the lowest total cost
yet highest possible quality.
● Continuously improve the quality of the finished goods produced, and maximize
customer satisfaction through competitive and comprehensive market knowledge and
networking/relations.
● Co-ordinating and taking ownership & responsibility for staff in the delegated section.
● Ensuring all procurement, ordering, receiving, dispatch & distribution, and supplier
follow-up/relation are carried out in line with Bean Plant Limited's ethics and code of
conduct, Bean Plant Limited's operating guidelines, KAA Operating guidelines, the
departmental budgetary business plan and lawful under the Government of Kenya.

TASKS, DUTIES AND RESPONSIBILITIES

Their specific daily, monthly, quarterly and yearly tasks, duties and responsibilities are:

● Performing inventory inspections

● Keeping stock properly rotated (FIFO) and keeping track and records of the relevant
product failure dates for all purchased items (eg expiry dates, sell-by dates,
recommended usage dates, and maintenance dates on warrantied stock)
● Tracking orders and ensuring timely delivery
● Tracking requisitions, and ensuring timely delivery
 ● Keeping track and records of all requisitions, and making end-of-month trend reports on
outlet usage
● Physically ensuring inventory is properly shelved, rotated, distributed and accounted for
during distribution
● Reporting any faulty items or inconsistencies immediately.
● Researching potential vendors
● Comparing and evaluating offers from suppliers
● Reviewing the quality of purchased products, in conjunction with the chef and outlet
managers
● Entering order details (e.g. vendors, quantities, prices) into internal databases
● Updating and maintaining records of all orders, payments, and received stock.
● Maintaining updated records of purchased products, delivery information and invoices
● Preparing reports on purchases, including cost analyses, production wastage and quality
reports
● Monitoring stock levels and placing orders as needed
● Coordinating with store and outlet staff to ensure proper ordering, receiving, storage
and cross-transfer procedures are adhered to
● Staying up-to-date with industry prices and trend

Requirements

The Purchasing, receiving and stores manager is required to have:

● Proficiency in the relevant management software programs.
● Superb written and verbal communication and negotiation skills.
● Great organisational and planning skills.
● The ability to identify market trends and make decisions in a high-stress environment.
● The ability to follow client specifications.
● Excellent networking and time management skills.
● Hands-on experience with purchasing software
● Understanding of supply chain procedures
● Solid analytical skills, with the ability to create financial reports and conduct cost
analyses
● As the position is physical and requires a hands-on position, the ability to lift and move
20 to 30 kg is crucial. As the position has long screen periods, the ability g to use
common office computer software and work on a screen for prolonged periods of time

HEALTH AND SAFETY

● Ensuring full compliance with Company and legal requirements relating to hygiene, fire
and health and safety as indicated by legislation and the Company Health and safety
Manual.
● Understanding how the hotel's health and safety policy affects your department and
how it links in with the rest of the hotel.
 ● Fully conversant with the following disciplines and takes action when required:

a. Hazard spotting or Reporting procedures

b. Emergency procedures which include Fire, Bomb Threat
c. Health & Safety Policy
d. Accident Reporting
e. Risk Assessment
f. Stimulates and encourages a general awareness of health and safety in tasks
and activities carried out within the department
g. Ensures the safety of the people and property within the premises by
applying Bean Plant Limited regulations, adhering to existing laws and
regulations
h. Attends work in accordance with the company grooming policy, and ensures
the highest standards of personal hygiene, dress, uniform, appearance, and
body language of employees in the department

MISCELLANEOUS

· Attends meetings and training required by the General Manager

· Assists colleagues in performing similar or related jobs when necessary
· Accepts flexible work schedule necessary for uninterrupted service to guests
· Maintains own working area, materials and company property clean, tidy and in good
shape
· Continuously seeks to endeavour and improve the department's efficient operation, and
knowledge of their own job function
· Is well-updated on, and possesses solid knowledge of the following:

ACCEPTANCE & APPROVAL

In Agreeing to this job description, I accept that it only gives a description of my tasks and does
not exclude other tasks required to be able to meet the requirements of Bean Plant Limited at
any time.

I have read and fully understand my job role and responsibilities within Bean Plant Limited.

Name: …………………………………………

Work I.D. Number: …………………………………………

Signature: …………………………………………

Date: …………………………………………
(NB: It is stressed that business changes may require alterations to this Job Description.)

_______________________ _______________________
Manager General Manager