At Hyatt Place Nairobi Westlands & Hyatt House Nairobi Westlands, we are looking for a Purchasing Clerk who will be responsible for supporting the strategic plans and objectives of the Finance Department The incumbent should be supportive, hands-on, methodical, and business focused, ensuring the smooth and efficient running of the Accounting Department while maintaining Hyatt International’s high standards of financial management. Carries out all duties including and not limited to communications, reports, requests, documents created and received as assigned by the Purchasing Manager or his/her designate and in accordance with hotel accounting and financial controls, and within the policies and procedures as outlined. He/she will collaborate with management to develop and implement strategies to enhance optimal financial operations as well as being responsible for maintaining Hyatt standards and adherence to company policies and local legislation.

Key duties and responsibilities will include but not limited to:
Financial

• Responsible for checking the system daily and completing all administrative procedures concerning allocated material requests and orders.
• Checks queries and request clarifications or any concerns regarding received purchase requests data, description, units, quantities and specifications.
• Responsible for requesting and negotiating best price quotations, ensuring best quality for all received orders and forwarding same for approval, while ensuring the best delivery schedule.
• Responsible for the timely handling of the daily market list, allocating orders, checking new items included for price and availability, ensuring approvals for onward vendor order confirmation.
• Ensures daily market list timely deliveries, verify and immediate follow up on discrepancies.
• Checks and ensures that all approved & authorized purchase orders are timely forwarded (emailed or delivered) to the concerned vendors.
• Responsible for verifying and follow up on all pending orders (approved & under approval) through system reports and/or by reporting any concerns.
• Investigates and clarifies price, quantity and quality discrepancies with the approved order being reported upon delivery by the vendors.
• Responsible for reviewing and updating all personally entered (locked) price quotations, quotes validity and supplier’s data in the system.
• Advises through market knowledge, special offers, discounted products, cost saving substitutes and possible brand shortages, serving the benefit of the property.
• Monitors vendors’ reliability and services, establishes new contacts with prospective vendors and updates data regularly.
• To keep stores neat and tidy at all times.
• To report immediately any discrepancies to the Purchasing Manager.
• Performs other tasks as and when assigned by supervisors in other areas of accounts.
• Maintains a proper filing system and high level of record confidentiality.
• Prepares reports as requested to develop a more informative database for improved management decision making and critical evaluation of work activities
• Prepares all appropriate period closing reports, entries and participate in quarterly, bi-yearly, yearly inventory of stores and operating equipment
• Performs other tasks as and when assigned by supervisors in other areas of accounts.

Operational

• Support and assist in the smooth running of the accounting department, exerting diligent financial process whilst ensuring that accounting and company standards are adhered to.
• Takes responsibility for the duties and tasks assigned to the role, ensuring that all work is carried out in a timely and professional manner.
• Collaborate with colleagues to maximize guest satisfaction and comfort, delivering a positive and responsive approach to enquiries and problem resolution.
• Support and deliver on the strategies and objectives of the accounting department taking ownership for assigned areas of responsibility.
• Develops and builds own skills, knowledge and experience at every opportunity within accounting department, which aligns with the culture of growth, development and performance expected by the company.
• Collaborates with the Head of Department, ensuring that departmental inventory is maintained, that productivity targets are achieved and performance levels are attained
• Build and maintain effective working relationships, communicating with key stakeholders whilst promoting the company culture and values.
• Ensures adherence to all legislation where due diligence requirements and best practice activities are planned, delivered and documented for internal and external audit, performing follow-up as required

Qualifications

Required Certification

• Diploma in a finance related course or its equivalent
• CPA, ACCA (Complete or completed one level) or its equivalent an added advantage
• Previous experience in a similar role is required