1. Receive the Daily Market Lists and Purchase Requests; confer with the requisitioning departments concerning market lists and purchase request for clarification of quantity and quality specifications.
2. Obtain competitive bids by actively and aggressively testing the market to obtain the merchandise as specified at the lowest price available while meeting date of delivery, quality and quantity requirements. Bids from at least three suppliers to be obtained. Prepare a list of possible suppliers of items in market lists and purchase requests with their price quotations ensuring that the number of possible suppliers per item is adequate.
3. Bids received must be based on a specified quality and quantity. All purchase requests must state vendors names in the appropriate spaces and bids received from each vendor on the appropriate lines. Order placed with suppliers must insure the following considerations :
That bids are for the specified merchandise. If yields differ, the lowest price may not be the best to buy.
Promptness of service and past experiences with vendors should be considered in selecting the vendors. However, care should be taken to avoid reliance on a limited number of suppliers.
In obtaining prices, make sure that the price includes freight and delivery to the organization.
Frequently, in the course of ordering, the suppliers will offer "bargains" for larger quantity purchases.
4. In general, large quantity buying should be avoided. These "bargains" must be brought to the boards attention for approval.
5. Contact suppliers by phone or through personal visits to canvass prices or places orders. Confer with present and prospective suppliers concerning new products, substitutes, discounts, reciprocal business or package deals etc. for the organization and to discuss it with Departments concerned.
6. Keep track of price movements, noting suppliers offering lowest prices and inform departments concerned of price increases, receive additional or changes in instructions or specifications.
7. Follow up on undelivered items, maintain up-to-date trace file of all pending purchase orders and purchase requests for items not yet delivered to the organization and make proper complaints to suppliers concerned when items delivered are unsatisfactory.
8. May be assigned to go out of town to procure vegetables and other needed supplies. Fill out proper forms; obtain petty cash from Finance; return unused funds; prepare invoice memorandum, listing items purchased.
9. Initiate purchase orders after initiation of purchase requests by concerned Department Heads and approval obtained from the Head - Finance / Board of Directors. Purchase requests for food and beverage direct issue items and all store items will need to be verified and approved by the Head - Finance prior to submission for approval of the Management.
10. May countersign for Cash On Delivery items upon their delivery and make payment through the purchasing funds as per established policy.
11. Maintain files of catalogues and descriptive literature on all organization equipment and supplies and quotations/competitive bids from all suppliers.
12. Implement control over purchasing to ensure that locally available foodstuffs purchased are for immediate needs, that quality of food is optimum for the intended use and that the lowest available prices in the market is paid for merchandise of the desired quality and form. Guard against excessive quantities of supplies being purchased (unless items need to be imported from overseas). Analyze carefully all purchasing requisitions, groceries, beverage and marketing lists and review the forecast of anticipated volume noting the quantity of merchandise on hand and investing any orders that are considered excessive.
13. Be familiar with import procedures and documentation and approvals that may be required from local government.
14. Assist in request for sponsorships from regular suppliers for organization's sales promotions whenever required.
15. Attend Department Heads Meetings on matters relating to purchasing.
16. Attend personally or supervise the proper handling of purchasing problems such as no-availability of standard items; late deliveries, poor services, sudden price increases, etc.
17. Have a complete understanding of the organization's policy relating to fire, safety and health.
18. Be courteous and professional when in contact with outside companies / suppliers and to maintain good working relationship with all colleagues throughout the organization.
19. Perform any other duties as may be assigned by the Management from time to time.