Procurement Support Specialist

Job Purpose The Procurement Support personnel will provide administrative, coordination, and operational support to the Procurement team. The role will assist in preparing procurement documents, coordinating with suppliers and internal stakeholders, updating procurement trackers, supporting ERP/SAP transactions, and following up on purchase orders, invoices, delivery notes, and related documentation to ensure procurement activities are completed accurately and on time. This is a support role and does not include final procurement approval, contract award authority, or independent supplier selection authority. Key Responsibilities • Assist the Procurement team in receiving, reviewing, and organizing procurement requests from internal departments. • Coordinate with requestors to collect required specifications, scope details, budgets, approvals, and supporting documents. • Prepare and issue RFQs, RFPs, and invitations to quote under the guidance of the Procurement team. • Follow up with suppliers for quotations, proposals, company documents, clarifications, and revised submissions. • Maintain supplier records, quotation files, procurement trackers, comparison sheets, purchase orders, delivery notes, invoices, and other procurement documentation. • Support the preparation of commercial comparison summaries and basic evaluation documents for Procurement review. • Assist in supplier registration and onboarding by collecting trade licenses, VAT certificates, bank details, signatory details, and other required documents. • Prepare purchase requisition and purchase order documentation in ERP/SAP, where required, and follow up on approval status. • Coordinate with Finance, Legal, Operations, Facilities, Technology, Events, Retail, and other departments to support timely completion of procurement activities Follow up on deliveries, service completion confirmations, invoices, and payment-related documentation with suppliers and internal stakeholders. • Support the team in monitoring pending procurement requests, open purchase orders, contract expiry dates, and supplier submissions. • Assist with market research to identify potential suppliers, alternative products, price benchmarks, and cost-saving opportunities. • Support supplier communication and help resolve routine issues relating to missing documents, delayed quotations, delivery coordination, invoice discrepancies, and payment follow-ups. • Ensure procurement files are properly organized, updated, and compliant with internal policies and audit requirements. • Use Microsoft Excel, ERP/SAP system, and procurement tracking tools to update records and generate basic reports. Required Qualifications • Bachelor’s degree in business administration, Supply Chain, Procurement, Finance, or a related field is preferred. • Minimum of 2 to 5 years of relevant procurement, purchasing, supply chain, or administrative support experience, preferably within the UAE. • Experience supporting RFQs/RFPs, supplier coordination, purchase orders, invoices, delivery notes, and procurement documentation. • Experience using ERP/SAP systems and Microsoft Office, especially Excel. Required Skills • Good knowledge of procurement procedures, supplier coordination, and documentation requirements. • Strong coordination and follow-up skills with internal departments and external suppliers. • Good communication skills in English, both written and verbal. • Ability to prepare, update, and maintain accurate procurement records and trackers. • Good understanding of purchase requisitions, purchase orders, invoices, delivery notes, and payment coordination. • Strong attention to detail, organization, time management, and ability to manage multiple requests under deadlines. • Good analytical and Excel skills for quotation summaries, trackers, and basic reporting. • Problem-solving ability for routine procurement support issues. • Professional attitude, confidentiality, and ability to work in a fast-paced environment. Preferred Experience • Previous procurement support experience within museums, cultural destinations, visitor attractions, events, exhibitions, hospitality, tourism, leisure, or government/semigovernment entities are preferred. • Experience supporting procurement categories relevant to venue operations, including facilities management, MEP services, AV/technology, event production, guest services, manpower outsourcing, retail, F&B, uniforms, and corporate services. • Experience working in a fast-paced operational environment with multiple internal stakeholders and urgent procurement requirements. Show more Show less

Bachelor’s degree in business administration, Supply Chain, Procurement, Finance, or a related field is preferred. Minimum of 2 to 5 years of relevant procurement, purchasing, supply chain, or administrative support experience, preferably within the UAE. Experience supporting RFQs/RFPs, supplier coordination, purchase orders, invoices, delivery notes, and procurement documentation. Experience using ERP/SAP systems and Microsoft Office, especially Excel.

Assist the Procurement team in receiving, reviewing, and organizing procurement requests from internal departments. Coordinate with requestors to collect required specifications, scope details, budgets, approvals, and supporting documents. Prepare and issue RFQs, RFPs, and invitations to quote under the guidance of the Procurement team. Follow up with suppliers for quotations, proposals, company documents, clarifications, and revised submissions. Maintain supplier records, quotation files, procurement trackers, comparison sheets, purchase orders, delivery notes, invoices, and other procurement documentation. Support the preparation of commercial comparison summaries and basic evaluation documents for Procurement review. Assist in supplier registration and onboarding by collecting trade licenses, VAT certificates, bank details, signatory details, and other required documents. Prepare purchase requisition and purchase order documentation in ERP/SAP, where required, and follow up on approval status. Coordinate with Finance, Legal, Operations, Facilities, Technology, Events, Retail, and other departments to support timely completion of procurement activities. Follow up on deliveries, service completion confirmations, invoices, and payment‑related documentation with suppliers and internal stakeholders. Support the team in monitoring pending procurement requests, open purchase orders, contract expiry dates, and supplier submissions. Assist with market research to identify potential suppliers, alternative products, price benchmarks, and cost‑saving opportunities. Support supplier communication and help resolve routine issues relating to missing documents, delayed quotations, delivery coordination, invoice discrepancies, and payment follow‑ups. Ensure procurement files are properly organized, updated, and compliant with internal policies and audit requirements. Use Microsoft Excel, ERP/SAP system, and procurement tracking tools to update records and generate basic reports.