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