Responsibilities or duties

Key Responsibilities:

• Understand and implement Gem Forest Nairobi - M Gallery Collection cost control objectives.
• Develop and maintain effective auditing systems for Materials Management activities.
• Audit prices and quantity variances per daily Receiving Variance Report.
• Audit inventory transactions and make necessary adjustments.
• Verify accuracy of recipes for outlets and kitchens for inventory control and potential costing.
• Provide cost summaries to Accounting and Control Department for daily and monthly reports.
• Supply Department Heads with cost figures for individual profit center operations.
• Prepare daily Comparison Reports on Food and Beverage Actual vs. Potential costs and sales.
• Reconcile costs of officer and entertainment checks; apply credits to respective departments.
• Prepare analysis on General Stores issues against budget.
• Collate and journalize month-end figures.
• Monitor data input by operation-level staff.
• Check and correct Materials Management data entered by staff.
• Maintain organized files of all cost audit, operating equipment, and FF&E records.
• Maintain records of inventory transactions not tracked through system (banquets, cocktails, buffets).
• Reconcile inventory variations and prepare Inventory Adjustment Authorization for Finance Director approval.
• Compare quantities, unit costs, and details on purchase orders against authorized requests.
• Conduct market surveys to ensure hotel prices remain below market retail prices.
• Spot-check internal purchase orders for Food and Beverage items against market lists.
• Investigate reasons for spoilage and post through system.
• Ensure inventory items and services are stored and used according to accounting principles and in a controlled manner.
• Verify recipes, butcher yield tables, and standard pricing tables.
• Audit accuracy of units of measure and brand information at receiving.
• Spot-check minibar contents in unoccupied rooms.
• Monitor bar units of measure and potential and actual costs.
• Verify accuracy of outlet recipes and portions served.
• Inspect VIP amenities and conversion recipes.
• Review par stocks in outlets and stockrooms.
• Compare inventory on shelves with computer records.
• Audit liquor handling procedures and outlet label usage.
• Assess quality of Food and Beverage items received against purchase specifications.
• Monitor inventory turnover rates.
• Maintain and track all FF&E items for the hotel.
• Coordinate and assist in operating equipment inventory every four months.
• Coordinate and assist in FF&E inventory taking annually.
• Assist in quarterly, bi-yearly, and yearly inventory of operating equipment.
• Demonstrate full working knowledge and capability to supervise all assigned duties to established standards.
• Train Materials Management staff to required standards.
• Assist in training team members as part of building an efficient team.
• Support individual development and welfare of team members.
• Maintain full working knowledge of all hotel services and facilities.
• Understand and audit operating procedures (purchasing, receiving, storing, preparation) of Materials Management Division.
• Remain flexible and adapt to rotate within different sub-departments of Accounting and Finance Division.
• Perform any other reasonable duties as assigned by the Financial Controller.

Qualifications or requirements

Diploma/Degree in Accounting/Finance + CPA/ACCA/CIMA progress + strong Excel + experience with hotel POS/PMS/accounting systems.

Experience needed

2 - 4 years

• Understand and implement Gem Forest Nairobi - M Gallery Collection cost control objectives.
• Develop and maintain effective auditing systems for Materials Management activities.
• Audit prices and quantity variances per daily Receiving Variance Report.
• Audit inventory transactions and make necessary adjustments.
• Verify accuracy of recipes for outlets and kitchens for inventory control and potential costing.
• Provide cost summaries to Accounting and Control Department for daily and monthly reports.
• Supply Department Heads with cost figures for individual profit center operations.
• Prepare daily Comparison Reports on Food and Beverage Actual vs. Potential costs and sales.
• Reconcile costs of officer and entertainment checks; apply credits to respective departments.
• Prepare analysis on General Stores issues against budget.
• Collate and journalize month-end figures.
• Monitor data input by operation-level staff.
• Check and correct Materials Management data entered by staff.
• Maintain organized files of all cost audit, operating equipment, and FF&E records.
• Maintain records of inventory transactions not tracked through system (banquets, cocktails, buffets).
• Reconcile inventory variations and prepare Inventory Adjustment Authorization for Finance Director approval.
• Compare quantities, unit costs, and details on purchase orders against authorized requests.
• Conduct market surveys to ensure hotel prices remain below market retail prices.
• Spot-check internal purchase orders for Food and Beverage items against market lists.
• Investigate reasons for spoilage and post through system.
• Ensure inventory items and services are stored and used according to accounting principles and in a controlled manner.
• Verify recipes, butcher yield tables, and standard pricing tables.
• Audit accuracy of units of measure and brand information at receiving.
• Spot-check minibar contents in unoccupied rooms.
• Monitor bar units of measure and potential and actual costs.
• Verify accuracy of outlet recipes and portions served.
• Inspect VIP amenities and conversion recipes.
• Review par stocks in outlets and stockrooms.
• Compare inventory on shelves with computer records.
• Audit liquor handling procedures and outlet label usage.
• Assess quality of Food and Beverage items received against purchase specifications.
• Monitor inventory turnover rates.
• Maintain and track all FF&E items for the hotel.
• Coordinate and assist in operating equipment inventory every four months.
• Coordinate and assist in FF&E inventory taking annually.
• Assist in quarterly, bi-yearly, and yearly inventory of operating equipment.
• Demonstrate full working knowledge and capability to supervise all assigned duties to established standards.
• Train Materials Management staff to required standards.
• Assist in training team members as part of building an efficient team.
• Support individual development and welfare of team members.
• Maintain full working knowledge of all hotel services and facilities.
• Understand and audit operating procedures (purchasing, receiving, storing, preparation) of Materials Management Division.
• Remain flexible and adapt to rotate within different sub-departments of Accounting and Finance Division.
• Perform any other reasonable duties as assigned by the Financial Controller.

• Strong Excel
• Experience with hotel POS/PMS/accounting systems

• Diploma/Degree in Accounting/Finance
• CPA/ACCA/CIMA progress