IBIC Holdings Job Recruitment (2 Positions)

Job Overview

• We are seeking a smart and experienced Personal Assistant to the Managing Director. The ideal candidate will possess excellent communication and interpersonal skills and have a minimum of 3 years of experience in a similar role.
• This position requires someone who can effectively manage the MD’s schedule, handle administrative tasks, and ensure smooth communication within the organization.

Key Responsibilities

• Administrative Support: Manage the MD’s schedule, including appointments, meetings, and travel arrangements. Handle correspondence, emails, and phone calls, often acting as the first point of contact.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Ensure the MD is well prepared for meetings with all necessary materials.
• Communication Management: Facilitate clear and efficient communication between the MD and employees, clients, and external partners. Prioritize and handle urgent matters promptly.
• Travel Arrangements: Plan and book travel itineraries, including flights, accommodations, and transportation. Prepare travel expense reports and ensure all travel-related documentation is in order.
• Project Management: Assist with various projects, ensuring deadlines are met and tasks are completed efficiently. Coordinate with different departments to gather information and support project execution.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion. Maintain a high level of professionalism in all interactions.
• Office Management: Oversee the day-to-day operations of the MD’s office, ensuring it is well organized and functional. Manage office supplies and equipment.
• Event Planning: Organize corporate events, conferences, and social functions as required. Coordinate logistics and ensure events run smoothly.
• Personal Assistance: Provide personal support to the MD, which may include managing personal appointments and errands. Assist with personal tasks and projects as needed.
• Strategic Support: Assist the MD in strategic planning and decision-making processes by providing relevant information and research. Support the implementation of business initiatives and monitor their progress.

Qualifications

• Minimum of 3 years of experience as a Personal Assistant or in a similar role.
• Highly organized, proactive, and smart.
• Excellent communication and interpersonal skills.
• Strong administrative and project management skills.
• Ability to handle multiple tasks and meet deadlines.
• Discretion and confidentiality in handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Strong problem-solving skills and attention to detail.

Application Closing Date
1st June, 2024.

2. Procurement Manager

Job Overview

• As the Procurement Manager, you will be responsible for overseeing the sourcing, purchasing, and inventory management of all goods and services required for the efficient operation of our hospitality establishment.
• This role ensures that procurement activities are aligned with the our standards of quality, cost-efficiency, and timely delivery.
• The ideal candidate will have extensive experience in procurement and inventory management within the hospitality industry.

Key Responsibilities
Procurement Strategy and Operations:

• Develop and implement procurement strategies to ensure cost-effective sourcing of high-quality products and services.
• Establish and maintain relationships with suppliers, vendors, and service providers.
• Negotiate contracts, pricing, terms, and delivery schedules with suppliers.
• Ensure compliance with legal and regulatory requirements in procurement activities.

Inventory Management:

• Oversee inventory management processes, including ordering, receiving, storing, and distributing supplies.
• Develop and implement inventory control systems to optimize stock levels and reduce waste.
• Conduct regular inventory audits and reconcile discrepancies.
• Monitor and forecast inventory needs based on hotel occupancy and event schedules.

Cost Control and Budgeting:

• Prepare and manage the procurement budget, ensuring adherence to financial targets.
• Identify cost-saving opportunities without compromising quality and service standards.
• Analyze market trends and conditions to anticipate potential pricing fluctuations.

Quality Assurance:

• Ensure that all procured items meet the hotel’s quality standards and specifications.
• Coordinate with department heads to understand their specific needs and preferences.
• Address and resolve any issues related to product quality or supplier performance.

Supplier Relationship Management:

• Evaluate and select suppliers based on quality, reliability, and cost-effectiveness.
• Maintain a preferred supplier list and periodically review supplier performance.
• Foster strong working relationships with key suppliers to secure favorable terms and reliable service.

Reporting and Documentation:

• Maintain accurate records of all procurement activities, contracts, and transactions.
• Prepare regular reports on procurement activities, inventory status, and cost analysis.
• Utilize procurement software and tools to streamline processes and improve efficiency.

Team Leadership:

• Lead and manage the procurement team, providing guidance, training, and support.
• Foster a collaborative and proactive team environment focused on continuous improvement.

Qualifications

• Bachelor’s Degree in Supply Chain Management, Business Administration, Hospitality Management, or a related field.
• Minimum of 5 years of experience in procurement, preferably within the hospitality industry.
• Strong knowledge of inventory management principles and practices.
• Proven negotiation skills and experience in contract management.
• Excellent organizational and multitasking abilities.
• Proficiency in procurement software and Microsoft Office Suite.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.

Additional Requirements:

• Flexibility to work occasional evenings, weekends, and holidays as needed.
• Knowledge of sustainable and ethical sourcing practices is a plus.
• Professional certification (e.g., CPP, CPIM, CSCP) is an advantage.

Application Closing Date
3rd June, 2024.

How to Apply

Interested and qualified candidates should send their CVs to: ibicrecruitments@gmail.com using the Job Title as the subject of the mail.

Click here to download the Editable CV Template here