Job Description

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