OCEAN - Provision Master

Viking is a strong and dynamic company with a growing fleet of more than 80 river ships and eight ocean vessels cruising over 100 itineraries around the world. In 2022, Viking guests could enjoy the comfort and elegance of our award-winning fleet with 8 new river ships, two expedition ships built specifically to explore the world's most remote destinations, and a unique Mississippi River ship in the U.S. In 2023 Viking celebrates the inaugural season of our Ocean vessel the Viking Neptune and our 9th Ocean vessel the Viking Saturn.

A VIKING LEADERSHIP ROLE

As a Viking Shipboard Leader, you represent Viking’s values and leadership philosophy (Hávamál). You are a hospitality professional who demonstrates passion for excellence, who takes ownership for your areas of responsibility, and who believes in empowering your team with the skills, knowledge and tools to succeed. You are an exceptional role model for the Viking Family and have strong motivation to achieve the company’s goals and objectives. You are flexible, stress resistant, focused, and a truly committed team member.

PURPOSE OF POSITION

• The Provision Master ensures that all Hotel Store areas are kept clean and in proper condition.
• You are required to ensure that all F&B supplies are ordered and inspected for quality and quantity assurance, during loading operations.
• It is your responsibility to create a friendly, guest-oriented service culture to ensure guest satisfaction and repeat business, which in turn, will increase revenue and profitability of the company.

YOUR RESPONSIBILITIES

• Control and verify all new merchandise, received at the ship’s side, against the Standard Item List, and ensure that the quality and quantity of the merchandise matches corresponding invoices and/or any other paperwork accompanying the delivery.  
• Ensure that all F&B storage areas are maintained in a clean and hygienic manner, in accordance with all Public Health Policies.
• In conjunction with the Inventory Manager, establish an internal requisition schedule based on the length of voyage and determine pick-up times and locations, accordingly; ensure that items are distributed according to internal requisitions and sorted by departments.
• Work closely with the Executive Chef to manage items that are in stock and ensure that extensive physical inventories are carried out as outlined in the inventory schedule.
• Investigate any unusual shortages in bar and/or food operations and recommend corrective actions for such shortages, accordingly.
• Establish and maintain standards to consistently execute cost control in F&B onboard; analyze cost and consumption reports for food, beverage and general supply items; ensure that all order forecasts and projections are based on the length of voyage and the number of guests carried for the voyage.
• Monitor F&B consumption on a cruise-by-cruise basis to ensure that waste is minimized; comply with all F&B related Standard Operating Procedures (SOPs), implementing changes/improvements, as necessary.  
• Maintain slow-moving item procedures to ensure that crew do not reorder discontinued F&B items and implement “dead stock” into daily usage.
• Implement and follow up on correct Stock Rotation Procedures and ensure that first-in first-out (FIFO) regulations are in place and the storerooms are properly organized.
• Be familiar with the Human Resources Manual & Shipboard Training; have an in-depth understanding of the working hours policies & procedures; be familiar with crew contracts and work schedule hours/week, to maintain working hours paperwork and if necessary, correct entries for payroll.
• Lead and support a multi-cultural team, maximizing crew satisfaction, productivity and retention; meet with Team Leaders on a daily basis for “The Daily Reunion”, to provide feedback & operational updates as well as to ensure that your department is performing to Viking’s STAR Service Standards.
• Provide competent leadership to all direct reports. Responsibilities include, but are not limited to: Conducting performance reviews, including discipline as needed, ensuring Maritime Labor Convention (MLC) compliance and onboard training, succession planning, crew communication and recognition.
• Ensure you always wear the appropriate and task specific Personal Protective Equipment (PPE) as required for your duties onboard. Always use correct lifting techniques to prevent injuries.
• Uphold impeccable grooming standards within your team at all times by complying with Viking’s Image and Uniform Standards; ensure that company property is appropriately secured and protected, especially during rough weather conditions, in order to prevent unnecessary loss or damage.
• Become knowledgeable and ensure your team are knowledgeable about itinerary-related ports of call, shore excursions and shipboard activities such as events, entertainment, and programs.
• Positively contribute to achieving/succeeding Inventory KPI goals (quality & financial) for the Inventory Department; have full knowledge about safety & security procedures and can operate in line with all Public Health, Environmental and Safety & Security Policies; participate in all training concerning onboard training, safety & security, fire prevention, evacuation exercises as required by the company.
• Perform a Full Inventory Cycle of the assigned Store, twice a month, before every full loading.
• Perform additional duties, upon instruction from supervisors.

This document describes the primary activities, duties and responsibilities of this position. Your manager or supervisor may assign additional duties and responsibilities to you.

YOUR PROFILE

• A required minimum of two years’ experience as a Provision Master or in a similar role; Must have extensive knowledge of F&B products, storeroom operations and storage procedures. Shipboard experience in the position is required.
• Fluent in English - must be able to address any kind of information in an adequate manner with excellent oral and written English communication skills – the ability to speak additional languages is an advantage.
• Must have experience in leading multi-cultural teams and be flexible, stress resistant, and a hands-on team player.
• Must have experience in material management systems, experience in MXP is preferred; strong administration skills are preferred and must be proficient with PC based databases, spread sheets, and word processing systems.
• Must be familiar with all Hotel and F&B departments and their operational functions; advanced knowledge of ship-catering operations is required.
• Positive and hands-on personality, professional appearance and impeccable hygiene standards are required, with excellent knowledge of all Public Health Policies, team builder with exceptional work ethic, motivational skills, and coaching abilities.

GUIDELINES AND REGULATIONS

• Implement Standard Operating Procedures & STAR Service Standards within the department.
• Ensure appropriate appearance and clothing according to the updated Grooming Standards.
• The company reserves the right to change/extend this job description if necessary, at any point of time during her/his employment.

Position:                                              Provision Master             

Supervisor:                                         Inventory Manager

Direct reports:                                   Assistant Provision Master, Hotel Storekeeper, Storekeeper

Line Manager:                                   Inventory Manager

APPLICATION AND JOB RELEVANT INFORMATION
Our roles will be subject to our appearance standards (including in relation to visible tattoos) and employees are expected to project a professional image at all times. Visible tattoos are not permitted. Tattoos concealed with make-up, skin-colored sleeves or any covering other than the company uniform will still be considered visible for the purposes of our appearance standards. Exemptions to this may be considered on a case-by-case basis where appropriate. Tattoo removal may not result in successful employment and therefore is not encouraged and is the candidate’s personal decision. Furthermore, any offer of employment is subject to you passing all mandatory medical examinations as required by the company. After submitting your CV, we might ask you to introduce yourself with a personal video recording. We always encourage our candidates to take this step to add their personality to any written application. Please note, however, that this step is optional and not a mandatory part of the recruiting process. For further information, please refer to our Recruitment Guidelines.

DISCLAIMER
As part of any recruitment process, Viking collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations. If you would like to find out more about how your information will be used, please view the privacy notice on our careers page.