Assistant Director of Procurement

Position Overview

The Assistant Director of Procurement supports the Director of Procurement in the strategic and operational management of the hotel's procurement function. The role is responsible for ensuring that purchasing activities are conducted efficiently, cost-effectively and in compliance with company, Group and hotel policies.

The individual oversee day-to-day procurement operations, sourcing activities, supplier and contract management, cost control and procurement compliance. The role will work closely with Finance and all operational departments to ensure timely availability of goods and services while achieving the best balance of quality, price, service and value.

The Role

Procurement Planning & Management

• Support the Director of Procurement in developing and implementing the hotel's procurement strategy and annual procurement plan.
• Coordinate procurement activities based on approved budgets, operational requirements and business priorities.
• Review purchasing requirements and identify opportunities for cost savings, value optimisation and supplier consolidation.
• Monitor procurement activities to ensure timely sourcing and delivery of goods and services.
• Support strategic sourcing and competitive bidding exercises for key categories.
• Ensure procurement activities are aligned with hotel, Group and brand standards.
• Identify opportunities to improve procurement processes through automation, digitalisation and process enhancement.

Sourcing & Purchasing

• Oversee and coordinate the day-to-day sourcing and purchasing activities of the Procurement team.
• Obtain and evaluate quotations and proposals to ensure competitive pricing and appropriate commercial terms.
• Conduct market research and benchmarking to ensure purchases are competitively priced.
• Review purchase requisitions, purchase orders and supporting documentation for compliance with established procedures.
• Ensure urgent and operational procurement requirements are handled efficiently without compromising procurement controls.
• Support major tenders, sourcing exercises and strategic procurement projects.

Contract Negotiation & Management

• Support the Director of Procurement in negotiating contracts, pricing, payment terms, service levels and other commercial conditions.
• Lead negotiations for assigned categories and contracts within delegated authority.
• Maintain an effective contract register and monitor contract expiry and renewal dates.
• Ensure contract renewals are initiated sufficiently in advance to avoid service disruption.
• Monitor supplier compliance with contractual terms, pricing and service-level requirements.
• Identify opportunities for renegotiation, cost reduction and improved commercial terms.
• Work closely with Finance, Legal and relevant departments on contract-related matters.

Vendor & Supplier Management

• Develop and maintain effective relationships with key suppliers and service providers.
• Support supplier selection, onboarding, due diligence and performance evaluation.
• Conduct regular supplier performance reviews covering quality, price, delivery and service standards.
• Monitor supplier performance and follow up on non-compliance or service issues.
• Develop alternative suppliers for critical products and services to minimise supply disruption risks.
• Ensure supplier information, quotations, agreements and relevant documentation are properly maintained.
• Maintain professional, transparent and ethical relationships with suppliers.

Cost Control & Inventory Management

• Monitor procurement expenditure against approved budgets and identify significant variances.
• Analyse purchasing prices and trends to identify cost-saving and cost-avoidance opportunities.
• Work closely with Finance and Stores to optimise inventory levels and minimise excess, slow-moving and obsolete stock.
• Monitor purchasing patterns and identify opportunities to improve purchasing efficiency.
• Ensure appropriate controls are maintained over high-value and high-risk purchases.
• Support budget preparation by providing procurement cost assumptions, market information and pricing trends.
• Ensure procurement decisions consider quality, durability, lifecycle costs and total cost of ownership..

Policy, Compliance & Risk Management

• Ensure all procurement activities comply with approved hotel, Group and company procurement policies and procedures.
• Monitor compliance with delegated authority, quotation requirements, tender procedures and approval processes.
• Ensure proper documentation and audit trails are maintained for procurement transactions.
• Identify procurement and supply chain risks and recommend appropriate mitigation measures.
• Support internal and external audits and ensure procurement-related findings are addressed promptly.
• Promote ethical procurement practices and ensure conflicts of interest are appropriately managed.
• Assist in reviewing and updating procurement policies, SOPs and processes when required.

Operational Procurement

• Oversee the smooth and efficient daily operation of the Procurement function.
• Ensure operational departments receive required goods and services within agreed timelines.
• Monitor outstanding purchase orders, pending deliveries and supplier commitments.
• Coordinate with Stores, Finance and operational departments to resolve purchasing and delivery issues.
• Escalate critical supply issues, significant price increases and operational risks to the Director of Procurement.
• Ensure appropriate contingency plans are in place for critical supplies and services.
• Provide guidance to Department Heads and colleagues on procurement procedures and sourcing requirements.

Team Leadership & Development

• Supervise, guide and support the Procurement team in the execution of their responsibilities.
• Establish clear work priorities and ensure procurement requests are handled within agreed service standards.
• Coach and develop team members in sourcing, negotiation, supplier management and procurement procedures.
• Monitor team performance and provide regular feedback and guidance.
• Promote teamwork, accountability, professionalism and continuous improvement.
• Support training and development initiatives for the Procurement team.
• Assist the Director of Procurement with manpower planning, performance management and succession planning.

Reporting & Analysis

• Prepare regular procurement reports for the Director of Procurement and management.
• Monitor and report procurement spend, savings, cost avoidance, supplier performance and contract status.
• Analyse procurement data to identify trends, variances and opportunities for improvement.
• Maintain accurate procurement records, reports and dashboards.
• Provide timely analysis and recommendations to support management decision-making.
• Track procurement KPIs and follow up on areas requiring corrective action.

Stakeholder Management

• Establish strong working relationships with Finance and all operational departments.
• Act as a procurement business partner and provide commercial advice to Department Heads.
• Work closely with Finance to ensure procurement commitments and expenditure are aligned with approved budgets.
• Collaborate with Engineering, F&B, Housekeeping, Rooms, IT and other departments on sourcing and procurement requirements.
• Support Group/Corporate Procurement initiatives and leverage group purchasing opportunities where appropriate.
• Promote awareness and understanding of procurement policies throughout the hotel.

Continuous Improvement & Sustainability

• Identify opportunities to streamline procurement processes and improve efficiency.
• Support implementation of procurement automation and digital solutions.
• Benchmark pricing, supplier performance and procurement practices against market and industry standards.
• Promote sustainable and responsible sourcing practices.
• Identify opportunities to reduce wastage, improve product lifecycle management and minimise unnecessary expenditure.
• Support the Director of Procurement in implementing procurement best practices across the hotel.

Talent Profile

• Minimum Degree qualification in relevant field
• Minimum 3 years of experience leading a procurement team
• Prior experience in managing a team
• Prior experience in project management
• Strong commercial and negotiation acumen
• Excellent analytical and reporting skills
• Sound knowledge of hotel procurement and contract management
• Ability to manage multiple stakeholders and priorities
• Leadership and team oversight capability
• High level of integrity, professionalism, and attention to detail