Procurement Specialist
PURPOSE
Support efficient and compliant procurement processes by coordinating sourcing activities, managing supplier interactions, and maintaining accurate documentation. Reporting to the Procurement & Legal Manager, the role ensures timely delivery of goods and services for projects and across departments.
Contribute to operational success by aligning procurement efforts with project timelines and internal needs, while supporting cost optimization and vendor performance through structured, reliable processes.
ROLES & RESPONSIBILITIES
• Support the end-to-end procurement process, from sourcing and RFQs to purchase order execution and tracking.
• Liaise with Project Managers to gather procurement needs, clarify specifications, and align on delivery timelines.
• Coordinate with suppliers to obtain quotations, negotiate terms when required, and follow up on order status.
• Ensure all supplier documentation is complete and up to date for registration and compliance purposes.
• Maintain accurate procurement data in the ERP system (Odoo), including contracts, deliveries, and pricing.
• Assist the Procurement & Legal Manager in preparing, reviewing, and updating supplier agreements.
• Monitor delivery schedules and resolve issues related to delays, substitutions, or non-compliance.
• Collaborate with Finance to align procurement activity with budget tracking and payment processing.
The responsibilities of the position are not limited to those described, but include all those related to the same, as well as those necessary or useful and customary for the proper performance of the function.
INTERACTION
INTERNAL
Collaborate with the Project Management and Operations teams to gather procurement needs, align on delivery timelines, and ensure goods and services support project execution.
Coordinate with the Finance and Legal teams to ensure compliance with budget controls, payment processes, and contract requirements.
EXTERNAL
Engage with vendors and suppliers to request quotations, clarify specifications, and follow up on orders and deliveries.
Support the Procurement & Legal Manager in maintaining vendor relationships and ensuring adherence to WOTN’s sourcing standards.
PREREQUISITES
Education & Training: Bachelor’s degree in Business Administration, Hospitality, Event Management, or a related field.
Additional training in Procurement, Contract Management, or ERP systems is a plus.
General Experience: 0-2 years of experience in a similar position.
Specific knowledge or experience:
• Experience supporting the procurement of outsourced services, including vendor search, quotation comparison, and contract preparation.
• Familiarity with reviewing basic legal documentation such as service agreements, NDAs, and procurement contracts.
• Working knowledge of ERP systems such as Odoo for managing procurement workflows, supplier records, and documentation tracking.
• Understanding of event operations and service delivery timelines, with the ability to align procurement efforts to project needs and execution schedules.
Languages:
Arabic: Fluent (mandatory).
English: Fluent (preferred).
Skills & Competencies:
• Attention to detail and strong organizational skills, ensuring accuracy in documentation, supplier data, and procurement records.
• Effective communication, both written and verbal, to coordinate with internal teams and liaise professionally with vendors.
• Basic negotiation and relationship-building abilities, supporting positive vendor interactions and service quality.
• Adaptability and responsiveness, able to manage shifting priorities and support fast-paced project environments.
• Accountability and follow-through, demonstrating ownership of assigned tasks and reliability in daily execution.
INDIVIDUAL ANNUAL PERFORMANCE INDICATORS (“KPI”)
01 Timeliness of purchase request processing
02 Accuracy of data and documentation in ERP
03 Vendor quality rating
04 Vendor satisfaction score
Performance indicators are not limited to those described above, but include all those established by the company in policies, procedures, internal standards, objectives, etc.
