Procurement Officer at The Foodhub by CWC

Role Summary

The Procurement Officer will be responsible for sourcing, purchasing, and managing the inventory of high-quality ingredients, kitchen supplies, and operational materials for the restaurant. This role ensures that the restaurant runs efficiently by maintaining a steady supply of goods at competitive prices, negotiating with suppliers, and maintaining strong vendor relationships.

Strategic Responsibilities

• Engage in strategic negotiations to achieve favourable conditions and strong supplier partnerships.
• Prepare procurement execution plans and oversee materials management and procurement functions of purchasing, expediting, shipping, receipt and inspections of goods.
• Ensure that procurement operations (contracts, purchasing, contract administration, expediting, supplier quality) conform to company policies and procedures.
• Create and maintain good relationships with vendors, suppliers, donors, and community partners.

Operational Responsibilities

• Secure products and services at the best possible pricing without compromising on quality or service.
• Ensure requisitions are properly approved before purchases are made.
• Develop and maintain a food management database to keep accurate records of purchases
• Order products and supplies which includes determining the appropriate vendor (i.e. comparing price and quality standards) and entering purchases into the food management database.
• Ensure food and beverage items are in stock at the appropriate time and in optimal condition, including items with short life spans like produce and dairy products.
• Confirm accuracy and quality of orders before confirming receipt and contacting suppliers of incomplete deliveries and follow up to verify / confirm future delivery expectations.
• Use a food inventory management database to track food and beverages ordered, amounts used, and costs.
• Code invoices, forward to finance for processing of vendor payment and reconcile invoices weekly and/or monthly.
• Coordinate the delivery and ensure receipt of food and beverage products and supplies.
• Assist with and/or coordinate the preparation and storage of fresh produce for future use.
• Provides advice and guidance to management on procurement matters.
• To assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and whole-life costing.
• Participate in the negotiation of contract terms on a range of contracts and to monitor performance against these contracts.
• Analyse, negotiate and prepare contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of the company.
• Monitor and review progress of contractual agreements, reviews and approves invoices for payment, resolves any problems that arise, performs post-contract evaluations, creates and maintains procurement records, including electronic records.