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