Job Description of Purchase Manager/Personnel

DUTIES OF THE PURCHASE OFFICER- The duties of the Purchasing Officer will inevitably vary from one establishment to another but will usually include the following:

1. The purchase of all food for the establishment and the ensuring of the continuity of supply.
2. Responsibility for the efficient operation and the control of the purchasing, the goods receiving department and of stores because of its responsibility in these three areas the Purchasing Officer is at times referred to as “as the materials manager” or “materials   controller”, terms which are often used in other industries.
3. Finding cheaper and better sources of supply as well as new and substitute materials, ensuring that efficiency of supply and cost s reduction are obtained and that the opportunity for reductions in the labour content of some foods requiring preparation are also obtained.
4. Co-operating with production departments to standardize commodities so as to keep stock levels (and the money involved) as low as efficiently possible.
5. Maintaining liaison with the production and control departments to check that the items purchased are satisfactory with regards to quality, and with the accounts department to ensure that payments of goods received is made in time to receive any cash discounts available.
6. Reporting to the management of the activities of the department.
7. Research in relations to the requirements.
8. Establishing good contacts with the traders.
9. Issuing a contract or purchase order.
10. Controlling use by inventory and portion control measures.

Attributes:- This is the position on which the success of food operation depends to greater extent, this position should be filled with utmost care, and the assignment of such a position to a clerk is not a sound merchandising policy. A person with technical knowledge, high levels of skill, backed by experience in food preparation are essential. In addition to this he should have knowledge of the market and should have good relationship with the dealers and the traders of the town. He must understand the working of the organization in particular kitchen and should know what happens to the food during production, knowledge of preparation of food. He should understand the keeping qualities of different types of food and their storage requirements. In addition to this, he should be well trained in the technique of purchasing and with the prevalent market trends, he should be a businessman. He should have a good sense to judge and appreciate the market fluctuations. Whenever possible he should be able to take advantage of this for the benefit of the establishment. He must have enough experience to judge all the qualities of the various commodities, especially the perishable one. He should have a good knowledge of accounting. He should be a person who understands the business norms or formalities. He should maintain a good relationship that should exist for the benefit of the establishment.

Qualifications:

1. He should be a commerce graduate.
2. Diploma in hotel management.
3. 5 years of experience in food and beverage operations.