Procurement Support Specialist

Job purpose

This position provides administrative, coordination, and day-to-day operational assistance to the Procurement team. The role helps keep procurement activity moving by preparing documents, liaising with suppliers and internal teams, maintaining trackers, supporting ERP/SAP entries, and monitoring purchase orders, invoices, delivery notes, and related records so work is completed accurately and within timelines.

This is a supporting position only. It does not carry authority for final procurement approvals, contract award decisions, or independent supplier selection.

Key responsibilities

• Receive, review, and arrange procurement requests received from internal departments.
• Work with requestors to gather specifications, scope details, budget information, approvals, and any supporting files needed for processing.
• Draft and send RFQs, RFPs, and quotation invitations under Procurement supervision.
• Track supplier responses for quotations, proposals, company documents, clarifications, and revised offers.
• Keep supplier records, quotation folders, trackers, comparison sheets, purchase orders, delivery notes, invoices, and other procurement files current and well organized.
• Help prepare commercial comparison summaries and basic evaluation materials for Procurement review.
• Support supplier registration and onboarding by collecting trade licenses, VAT certificates, bank information, signatory details, and similar documents.
• Prepare purchase requisition and purchase order paperwork in ERP/SAP, where needed, and monitor approval progress.
• Coordinate with Finance, Legal, Operations, Facilities, Technology, Events, Retail, and other teams to help procurement tasks move forward on time.
• Follow up on deliveries, service completion confirmations, invoices, and payment-related documents with suppliers and internal stakeholders.
• Monitor pending procurement requests, open purchase orders, contract expiry dates, and outstanding supplier submissions.
• Assist with market research to identify suitable suppliers, alternative products, price references, and potential savings.
• Support supplier communication and help resolve routine issues such as missing documents, late quotations, delivery coordination, invoice mismatches, and payment follow-ups.
• Ensure procurement records are properly filed, updated, and aligned with internal policy and audit requirements.
• Use Microsoft Excel, ERP/SAP, and procurement tracking tools to maintain records and produce simple reports.

Required qualifications and experience

• A bachelor’s degree in business administration, supply chain, procurement, finance, or a related discipline is preferred.
• Between 2 and 5 years of relevant experience in procurement, purchasing, supply chain, or administrative support, ideally in the UAE.
• Hands-on exposure to RFQs/RFPs, supplier coordination, purchase orders, invoices, delivery notes, and procurement documentation.
• Experience working with ERP/SAP systems and Microsoft Office, particularly Excel.

Required skills

• Working knowledge of procurement processes, supplier coordination, and documentation standards.
• Strong follow-up and coordination ability across internal teams and external vendors.
• Clear written and spoken English communication.
• Accuracy in maintaining procurement logs, trackers, and records.
• Understanding of requisitions, purchase orders, invoices, delivery notes, and payment coordination.
• Strong attention to detail, planning, and time management, with the ability to handle multiple requests under deadlines.
• Solid Excel and basic analytical skills for quotation comparisons, trackers, and reporting.
• Problem-solving approach for routine procurement support issues.
• Professional conduct, discretion, and comfort working in a fast-paced environment.

Preferred background

Experience in procurement support within museums, cultural destinations, visitor attractions, events, exhibitions, hospitality, tourism, leisure, or government/semigovernment organizations is preferred.

Exposure to procurement categories tied to venue operations is also preferred, including facilities management, MEP services, AV/technology, event production, guest services, manpower outsourcing, retail, F&B, uniforms, and corporate services.

Experience in an operational setting with several internal stakeholders and urgent procurement needs will be an advantage.