Job Summary:
The Purchasing Officer is responsible for sourcing, negotiating, and purchasing all food, beverage supplies and equipment needed for the Restaurant’s operation. This role involves working closely with vendors, ensuring timely deliveries, managing inventory and ensuring that the restaurant operates with the highest quality products while managing cost and maintaining budgetary constraints.

The Purchasing Officer helps to align purchasing decisions with the Executive Chef, the restaurant's menu and customer expectations. The Purchasing Officer is responsible for all stock taking exercises as well as all Stock Taking Reports. This role involves working with the Executive Chef and Restaurant Manager in all Costing Exercises Required- Menu Costing, Recipe Costing, Chef Specials, etc.

Key Responsibilities:
·       Develops and implements purchasing strategies to ensure the best quality products at competitive prices.
·       Analyses market trends, identify cost-saving opportunities, and develop strategies to reduce purchasing costs.
·        Identifies and evaluates potential suppliers, considering factors like price, quality, reliability, and delivery time.

• Negotiates contracts and agreements with suppliers and vendors to secure favourable terms, including pricing, delivery schedules, and payment terms.
• Monitors inventory levels, identifies reorder points and place orders to replenish stock as needed guided by the Executive Chef & Restaurant Manager ensuring timely delivery to avoid shortages.
• Collaborates with Executive Chef, Restaurant Manager and management to determine product needs and specifications.
• Responsible for ordering, outsourcing all Kitchen Equipment under guidance of the Executive Chef and approval of Ownership- Commercial Equipment Required, Small Wares, Plates, etc.
• Responsible for ordering, outsourcing all Restaurant Equipment under guidance of the Executive Chef, Restaurant Manager and approval of Ownership- Small Wares, Cutlery, Glasses, etc. 
• Maintains accurate records of purchases, pricing, inventory and timely payments to vendors and suppliers.
• Collaborate with the Executive Chef and Restaurant Manager in all Costing and Costing Exercises Required- Menu Costing, Recipe Costing, Chef Specials, etc.
• Updates a Live Inventory of the Restaurants inventory through the Point of Sales, updating the inventory daily when goods are received to reflect stock on hand.
• Responsible for all stock taking exercises as well as all Stock Taking Reports, to be submitted in the stipulated time desired.
• Responsible for contacting all equipment\service providers for servicing of equipment, breakdown of equipment, repairs of equipment in an urgent manner- refrigeration, kitchen equipment, plumber, air conditioning, gas, etc.
• Keeps a Log of work done by equipment/ service providers with scope of work/ repairs done.
• Ensures compliance with food safety and quality standards.
• Ensures quality of goods and services received, ensuring they meet the restaurant's standards and the highest standards of quality.
• Build and maintain strong relationships with key suppliers to ensure consistent quality, delivery, and pricing.
• Acts as a point of contact between the restaurant and suppliers, resolving any issues or discrepancies.
• Evaluates supplier performance and seek alternatives when necessary.
• Manages inventory levels to prevent shortages and excess stock, ensuring efficient use of resources.
• Maintains vendor files with information, such as payment policies for each vendor, list of vendors with contact information and other information, such as products or services provided.
• Review invoices for accuracy of billing, payment dates and any comments or notes attached to the invoice.
• Ensures that all procurement activities adhere to relevant regulations and company policies.
• Follow all relevant health and safety regulations.
• Handling general office tasks and administrative duties.
• Work as part of a team to provide excellent customer service.
• Any other duty outlined by Executive Chef, Head of Finance and Ownership. 

Qualifications:
A minimum of 3 years’ experience in purchasing or procurement within the restaurant or food service industry is preferred.   

·       A minimum of 5 years’ experience in purchasing or procurement.

·       A degree in business, logistics, or a related field.

·       Certifications-Certified Supply Chain Professional (CSCP) or Certified Purchasing Professional (CPP)

·       Proficiency in Microsoft Office.

·       Proficient in Procurement Software & Inventory Management Software

·       Proficient in Point of Sales

·       Proficient in Computer Literacy

Preferred Qualities:

• Knowledge of fine dining standards and ingredients.
• Experience in the hospitality industry.
• Strong interpersonal, negotiation and communication skills.
• Excellent written and verbal communication skills.
• Ability to analyse data and make informed purchasing decisions.
• Risk Management & mitigating risk to supply chain disruptions.
• Knowledge of food safety regulations and quality assurance practices.
• Excellent organizational and time management skills.
• Strong Problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Ability to work in a fast-paced environment.
• Friendly, positive attitude and well-groomed appearance.
• Flexible schedule includes evenings, weekends, and holidays.
• Basic math skills (addition, subtraction, multiplication, division, percentages and calculations involving quantities, cost & discounts) for handling cash and card transactions.