Procurement Specialist - Events

Job Title: Procurement Specialist Reports To: Procurement Manager Department: Procurement Department

Job Purpose:

To support and manage day-to-day procurement activities, including supplier sourcing, quotation collection and comparison, purchase order processing through Odoo, supplier coordination, and procurement follow-up. The role is responsible for securing competitive pricing, suitable quality, timely delivery, and compliance with company procedures, with a particular focus on suppliers and services related to events, exhibitions, conferences, hospitality, and corporate projects.

Key Responsibilities:

- Manage procurement requests from internal departments and ensure requirements, specifications, quantities, timelines, and budgets are clearly understood. - Source and identify suitable suppliers and service providers according to project requirements. - Maintain and expand a reliable supplier database, particularly for event and conference-related services and products. - Collect quotations, compare prices and commercial terms, and provide clear recommendations based on price, quality, availability, and delivery timelines. - Prepare, process, and follow up on Purchase Orders through the Odoo platform. - Ensure purchase orders and procurement documentation are accurate, complete, and aligned with approved requirements. - Coordinate with suppliers regarding availability, pricing, specifications, samples, delivery schedules, and required documentation. - Follow up on orders from quotation stage through delivery and resolve delays, discrepancies, or quality issues when required. - Negotiate with suppliers to obtain competitive prices and favorable commercial terms while maintaining required quality standards. - Develop and maintain a strong network of suppliers relevant to events, exhibitions, conferences, hospitality, printing, branding, furniture, decorations, entertainment, AV, production, and related services. - Support urgent and project-based procurement requirements while maintaining proper procurement procedures and documentation. - Evaluate supplier performance based on pricing, quality, responsiveness, reliability, and delivery. - Coordinate with Finance and other internal departments regarding invoices, supplier documentation, payment requirements, and procurement status. - Maintain organized records of quotations, purchase orders, supplier information, and procurement-related documents. - Identify alternative suppliers and sourcing options to improve cost efficiency, availability, and procurement flexibility.

Required Skills & Qualifications:

- Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, or a related field. - Previous experience in procurement, preferably within events, exhibitions, conferences, hospitality, marketing, or project-based environments. - Strong working knowledge of the Odoo platform, particularly the Purchase/Procurement module. - Good understanding of procurement fundamentals, including RFQs, quotation comparison, supplier evaluation, purchase orders, negotiation, and order follow-up. - Established network or supplier database covering event and conference-related suppliers and service providers. - Strong negotiation, communication, coordination, and follow-up skills. - Ability to work under pressure and manage multiple procurement requests and deadlines simultaneously. - Good command of English and Arabic. - Strong attention to detail and ability to maintain accurate procurement records. - Good knowledge of Microsoft Office, particularly Excel and Word.

Preferred Supplier Categories / Industry Exposure

- Event production and event management suppliers - Exhibitions, booths, branding, and printing - Hospitality and catering - Furniture, seating, and décor - Audio-visual equipment and LED screens - Entertainment, games, activities, and experiences - Gifts, giveaways, and promotional items - Transportation and logistics - Photography, videography, and media production - Temporary structures, fabrication, and event installations

Key Competencies:

- Supplier sourcing and relationship management - Commercial negotiation - Cost comparison and analysis - Procurement planning and follow-up - Problem solving and decision making - Time management and prioritization - Attention to detail - Communication and teamwork