Provision Master

negotiable Expires in 7 months

JOB DETAIL

Department: Food

Sub-Department: Non culinary

Reports To: Assistant F&B Director, Hotel Controller, Food And Beverage Director

Direct Reports: Head Storekeeper, Assistant Storekeeper, Utility Storekeeper

Position Summary

The primary responsibility of the Provision Master is to assist the Assistant F&B Director in managing the onboard Procurement Operation by providing on the floor control of the store keeper, accurate issuances and inventories.

Essential Duties and Responsibilities

Operational

  • Possess in-depth knowledge of the overall Culinary experience and the entire hotel operation onboard all vessels.
  • Supervise and coordinate the day-to-day activities of all staff involved with receiving, storing, inventorying and issuance of food and beverage items and related supplies.
  • Assist the Assistant F&B Director and Hotel Controller to ensure the accuracy of the established par levels by communicating consumption trend changes.
  • Conduct frequent inspections of highly perishable merchandise and seek advice and support from the culinary team if uncertain.
  • Ensure requisitions are prepared in a timely manner and in accordance with the requisition timetable.
  • Ensure appropriate FIFO rotation is in place and monitor expiration logs of products.
  • Conduct the inventory of the thawing rooms (Location 21/05) with the Head Butcher and Chef de Partie Fish.
  • Perform necessary spot checks in order to avoid inventory variances.
  • Supervise the entire loading operation inside the store rooms with the support of the Kitchen Steward and Head Storekeeper.
  • Demonstrate proper operation of all equipment to staff, including personnel assigned who are not permanently assigned to the storerooms.
  • Ensure a safe working environment.
  • Conduct scheduled and end of voyage physical inventory, including high cost items, meat and fish thawing rooms, according to the Hotel Controller inventory schedule.
  • Analyze discrepancies in inventory.
  • Assist the Assistant F&B Director and Hotel Controller in preparing all food, beverage and hotel orders in a timely and accurate manner by providing constant feedback.
  • Assist the Assistant F&D Director for OCI, or generate himself for SSSL, the quality and quantity discrepancy reports based on the standards and specifications established by the culinary department.
  • Report issues encountered during the operation or loading.
  • Prepare the Running Low Items Report daily, with feedback from each storekeeper, and provide it to the Assistant F&B Director and Senior/Executive Chef.
  • Issue the meat, fish, seafood and flagged items for Food, and the chemical and consumables for Hotel, with the assistance of the Head Storekeeper
  • Prepare the spoilage report when needed.
  • Maintain an expiration log after each receiving.
  • Attend the morning chefs meeting with the Assistant F&B Director, in order to share the issues encountered and develop a two way course of action.
  • Take proactive actions regarding shortage, slow moving, expirations or any other issues.
  • Present all storerooms in an immaculate condition to local authorities for inspections (Customs/Public Health/SMS) and in accordance to company requirements.
  • Responsible for all storeroom facilities (WIF, freezer and dry stores).
  • Maintain the required temperature logs.
  • Report any maintenance issues to the Asst F&B Director.
  • Follow up with the required IssueTrax.
  • Monitor the vegetable micro sanitation practice and follow up in the vegetable preparation area.
  • Maintain all required Integrated Pest Management logs and practices on the floor.
  • 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.
  • Ensure that subordinates follow their schedules and produce the required tasks according to their job descriptions.
  • Possess a thorough understanding of how the TAR operates and its related regulations and policies .
  • Possess knowledge of contracts and work/rest hours and supporting documentation.
  • Maintain and ensure that Public Health regulations (US, Anvisa, Shipsan, Canadian, Australian, etc.) are followed at all times on board.
  • Support the Assistant F&B Director on the day-to-day operation by knowing the guidelines and tools of all HR related concerns.
  • 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.
  • 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.
  • Notify the Assistant Food & Beverage Director of any discipline issues, or poor performance.
  • Provide training to assigned crew with emphasis on personal safety, USPH standards, ship garbage separation procedures.
  • Maintain a log of all completed training.
  •  Coach and evaluate subordinates, while encouraging and motivating them to develop.
  • Ensure confidentiality when handling sensitive information.

Training & Development

  • Attend all meetings, training activities or classes related to assigned position as required.
  • Mentor, develop and provide on-the-job training to subordinates to strengthen their current performance and prepare for future advancement.
  • Ensure that all performance evaluations are completed according to company standards.
  • Ensure that all food crewmembers follow the rules and regulations of the ship.
  • Monitor the training and familiarization of new food crewmembers to their new job and living environment.

Financial

  • Provide constant feedback regarding Dry store operation to the Assistant F&B Director.
  • Report low inventory Items, expiration dates, and consumption changes to the Assistant F & B Director to reduce waste or shortages.
  • Ensure economical work practices are in place to minimize and avoid waste.
  • Control overtime and apply TAR procedures accordingly (work within the set budget perimeters).

Safety Responsibilities

  • Possess familiarity with the galley layout in terms of safety and security.
  • Have a full understanding of ship rules and regulations (SMS).
  • Participate in all required safety drills/training.
  • Comply with safety and pollution prevention regulations and operating procedures.
  • 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.
  • Maintain a safe and sanitary environment for all guests and crew members.
  • Follow proper procedures and instructions at all times to prevent damage of any kind to s hip or company property.
  • Participate in safety drills as required.

Resources

  • Possess knowledge of the Human Resources Manual and Shipboard Training.
  • Maintain a high level of crew morale within the administration dept. ensuring that all crew are treated i n a fair and unbiased manner and the team works with a positive atmosphere.

Other Duties and Responsibilities

  • Attend any early stand-by in the galley for USPH purposes.
  • Ensure confidentiality when handling sensitive information.
  • Achieve the primary objectives of the position and comply with the above-mentioned accountabilities in a timely and efficient manner in accordance with SSSL 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.
  • Perform all other duties as requested by shipboard management or shore side.

Qualifications

Knowledge, experience, skill, and/or ability

Required

  • High School education or better.
  • Minimum of 8 years in the profession (Quality Hotels or Restaurants).
  • Strong culinary background.
  • Strong managerial skills.
  • Fluent in written and spoken English.
  • Communicate effectively with the senior management.
  • Possess ability to lead and make decisions.
  • Good administrative skills.
  • Experienced in coaching subordinates.
  • Must be cost and quality conscious.
  • 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).

Preferred

  • Fluency in additional language(s)
  • Cruise Ship Experience.

Required computer skills

  • Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
  • Possess sufficient computer knowledge to use the company software.
  • Familiarly with relational database driven inventory control systems.

Education/experience/certifications

  • High School education or international equivalent.
  • USPH or HACCP certification.
  • STCW.
  • Equivalent combination of education and experience.

Other Skills:

  • 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.

Math Ability:

  • Able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals.

Reasoning Ability:

  • 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.