Reports To: Food & Beverage Director, Senior Executive Chef (O-class), Executive Chef (Rclass)
Direct Reports: Provision Master, Head Storekeeper, Storekeeper, Assistant Storekeeper, Provision Utility
The primary responsibility of the Assistant Food and Beverage Director/Procurement Manager is to assist the Food & Beverage Director in supervising the Food and Beverage Operation as well as back and front of the house Housekeeping. Division of time should be 70% with the procurement/provision team onboard, and 30% inspecting/supervising and assisting the F&B Director with F&B and HK operation.
Essential Duties and Responsibilities
Possess thorough knowledge of the overall F&B experience and the entire hotel operation onboard Oceania vessels
Coordinate and review all Food, Beverage, Other and Hotel orders, generated by the Hotel controller as per order schedule, implementing budget constraints such as Fresh produce PPD or Monthly / YTD budgets.
Coordinate meetings with the HOD’s & Food and Beverage Director before orders are submitted for review. These orders will include orders from: – Head Butcher – Pastry chef – CDP Fish – Cellar Master – Head Bartender – Head Butler
Ensure all receiving logs and EPRs are cross checked with shipboard orders, and discrepancies communicated with the shipboard and shore side team.
Supervise and manage the day-to-day operation in the storeroom including accuracy of inventories, appropriate FIFO rotation, vegetable/fruit sanitation practices, issuance and charges, cleanliness a nd USPH standards are followed.
Conduct frequent inspections of highly perishable merchandise including but not limited to fresh, dairy, and flagged items.
Responsible for the par level maintenance by constantly analyzing the consumption patterns with the HOD’s.
Recommend course of action to the relevant shore side team regarding par levels.
Trace the history of items to determine reasons for discrepancies between inventory and stock control records, and recommend remedial actions to develop a corrective action.
Assist the Hotel Controller with the schedule and end of voyage physical inventory, including high cost items, meat and fish thawing rooms, and analyze any variances.
Inventory every storage location and item least twice per month.
Inventory the Equipment Warehouses once a month.
Ensure the proper rotation of stock using FIFO system, and maintain the high cost monitoring log.
Prepare the loading report and the quality and discrepancy report, and send it to HOD’s and Head Office.
Ensure that the Provision Master prepares the spoilage expiration log and running low reports and distributes them to the HOD’s and HC.
Responsible for pier-side receiving, with the assistance of the Hotel Controller.
Coordinate the flow of trucks, containers and provisions prior to loading on the pier.
Ensures the safety of the personnel assigned to the loading.
Communicate to the purser and the F&B team, any procurement or purchasing related matter in the ports of call such as the arrangement for necessary equipment, i.e. forklifts, stevedores, local purchase. · Responsible for checking all quantities received within 48 hours after the loadings.
Spot-check requisition issuance and report any shortage.
Review the accuracy of prices, units of measurement, conversion factors, active/inactive/discontinued items, and maintenance, and to address discrepancies encountered.
Maintain and communicate with the Senior/Executive Chef, Executive Cellar Master, Head Bartender, the slow and nonmoving items list on a monthly basis.
Maintain the procurement log on a daily basis.
Implement and initiate spot checks, together with the Hotel Controller, after conducting inventories, and report variances to the onboard management and the corporate office.
Assist Hotel Controller when un-announced spot checks are conducted.
Update pending back orders template for the hotel items.
Use manual and computerized systems to ensure the accuracy of the current inventory and par level , including but not limited to master lists or portion charts.
Attend the morning Chef meeting in order to share the issues encountered and develop a two way course of action.
Maintain and communicate to ship and shore side, all procurement required record retentions. · Spot-check logs of the refrigerator temperatures and IPM logs.
Ensure all concessionaire Food/Beverage/Consumable charges are posted accordingly and communicated to the HC.
Responsible (on O Class) for all Equipment Warehouses.
Provide daily feedback to Food & Beverage Director and Senior/ Executive Chef on F&B/HK operations. · Ensure that subordinates follow their schedules and produce the required tasks according to their job descriptions.
Ensures that assigned crew, as well as crew in areas being inspected, are well groomed and in proper uniform when reporting for duty and all related policies are being enforced.
Issue repair requests through Issue Trax.
Project a favorable image, to promote company aims and objectives, and foster and enhance public recognition and acceptance of all company areas and endeavors.
Review and monitor daily schedules work duties, side jobs and free time for assigned crew according the TAR guidelines.
Training & Development:
Attend all meetings, training activities or classes related to assigned position, as required.
Enforce all SMS related requirements and carry out the respective trainings to acquaint subordinates and team members alike.
Spot check the garbage segregation and verify that the personnel follow it.
Meet assigned new employees/subordinates and explain the rules and regulations and onboard routines of the ship.
Advise new employees of their duties and job descriptions.
Provide training to assigned crew with emphasis on personal safety, USPH standards, ship garbage separation procedures.
Maintain log of completed training.
Coach and evaluate subordinates, while encouraging and motivating them to develop
Monitor the Daily Food Cost program and take full ownership of communicating with the shore side office.
Responsible for controlling labor cost according to the Corporate Office Guidelines and Budget.
Control overtime and apply TAR procedures accordingly (work within the set budget perimeters).
Ensure that all safety procedures are followed.
Cooperate with the Staff Captain in adhering to the Ship’s Safety Program.
Follow the Ship Rules & Regulations.
Participate in all safety drills or all required trainings according to instructions
Comply with Oceania Cruises’ safety and pollution prevention regulations and operating procedures.
Maintain a safe and sanitary environment for al l guests and crew members.
Follow proper procedures and instructions at all times to prevent damage of any kind to ship or company property.
Establish a working knowledge and tools of support on all HR related concerns.
Notify the Food & Beverage Director of any cases of indiscipline or poor performance.
Ensure confidentiality when handling sensitive information.
Possess thorough knowledge of the Human Resources Manual and Shipboard Training.
Maintain a high level of crew morale within the department, ensuring that all crew are treated in a fair and unbiased manner.
Other Duties and Responsibilities:
Attend any early stand-by in the galley for USPH purposes.
Achieve the primary objectives of the position and comply with the above-mentioned accountabilities in a timely and efficient manner in accordance with ICS policies.
Project a favorable image of the company, promote its aims and objectives, and foster and enhance public recognition and acceptance of all its areas and endeavors.
Comply with the safety and pollution prevention regulations and operating procedures at all times, participating in all relevant meetings and training sessions.
Participate in all mandatory training without excuse.
To efficiently perform all other duties as requested by shipboard management or shore side.
Minimum of five years F&B related experience and/or training.
Equivalent combination of education and experience.
Outstanding knowledge of Vessel Sanitation Program regulations and procedures.
Versed in budgeting and cost control, including but not limited to the reading and interpreting of inventory reports, food cost reports and monthly financial statements.
Fluent in written and spoken English,
Must be able to communicate effectively with the senior management.
Ability to lead and make decisions.
Good administrative skills.
Experienced in coaching subordinates.
Must be cost and quality conscious.
Must adhere to specific scheduled work hours, yet be flexible if circumstances require it.
Work with international team members.
Perform assigned duties under pressure (time constraints).
Shipboard Experience in a Procurement Manager role.
Fluency in additional language(s)
Required computer skills:
Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
Familiarity with company proprietary and internal computer system, such as ICS, ABS and ETAR.
Familiarly with the concept of relational database driven inventory control systems.
High School Diploma or international equivalent.
USPH or HACCP certification.
Minimum of five years food related experience and/or training.
Equivalent combination of education and experience.
Knowledge of general office practices, procedures and equipment.
Ability to prioritize tasks and work independently.
Strong organizational, interpersonal and communication skills.
Ability to interact with senior-level management and owner representatives.
Able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out instructions furnished in written, oral , or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Work Environment & Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to Stand; Use hands to finger, handle, or feel; Reach with hands and arms; Talk or hear and smell.
The employee must be able to lift or move up to 55 pounds (25 kilograms) without assistance. Vision Requirements:
Ability to adjust focus, depth perception, peripheral vision, distance vision and close vision and to be able to otherwise perform the essential functions of the job in a manner that does not present danger to the employee or others with or without a reasonable accommodation.