Procurement Officer

JOB DETAILS

Position Title: Procurement Officer

Reports to: Senior Manager – Procurement

Department: Procurement

POSITION SUMMARY

The Procurement Officer is responsible for executing procurement activities to support organizational requirements, ensuring timely sourcing, supplier coordination, and purchase order management. The role focuses on operational procurement delivery, ensuring cost efficiency, compliance with procurement policies, and effective coordination with internal stakeholders and suppliers. The position plays a key role in supporting sourcing processes, managing supplier interactions, and maintaining procurement documentation, contributing to the overall efficiency and effectiveness of procurement operations.

JOB DIMENSIONS

Number of Staff Supervised

• Direct Reports: -
• Total Reports: -

KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS

• Support end-to-end procurement activities including RFQs, supplier communication, bid collection, and purchase order processing for assigned requirements.
• Coordinate with internal stakeholders to gather procurement requirements, clarify specifications, and ensure completeness before initiating sourcing activities.
• Identify and engage with suppliers to obtain quotations and relevant information in line with procurement needs.
• Analyse supplier quotations and support evaluation processes based on price, quality, delivery timelines, and service capability.
• Support negotiations with suppliers to achieve competitive pricing and favorable commercial terms under guidance.
• Process purchase orders accurately and in a timely manner, ensuring alignment with approved procurement requirements.
• Track orders and coordinate with suppliers to ensure timely delivery of goods and services.
• Resolve issues related to order discrepancies, delivery delays, or supplier performance in coordination with relevant stakeholders.
• Maintain effective working relationships with suppliers to ensure smooth procurement operations and service delivery.
• Monitor supplier performance and escalate issues where necessary to ensure compliance with agreed terms.
• Conduct basic market research to support sourcing activities and stay informed of pricing trends and supplier capabilities.
• Ensure all procurement activities comply with internal policies, procedures, and ethical standards.
• Maintain accurate procurement records, including supplier data, quotations, purchase orders, and contracts.
• Prepare procurement reports and documentation to support tracking, analysis, and audit requirements.
• Support audit processes by providing required documentation and responding to audit-related queries.
• Utilize procurement systems and tools to manage sourcing activities, documentation, and reporting. 

KEY TECHNICAL SKILLS AND KNOWLEDGE

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal:

• Senior Manager – Procurement
• Procurement Team
• Finance and Business Units
• Internal Stakeholders

External:

• Suppliers and Vendors
• Contractors and Service Providers

WORK SETTING & DECISION AUTHORITY

• Operates under supervision within defined procurement policies and procedures.
• Executes procurement activities within assigned scope and delegated authority.
• Provides input and recommendations during sourcing and supplier evaluation processes.
• Accountable for accuracy, timeliness, and compliance of procurement transactions.

FINANCIAL RESPONSIBILITIES

• Supports procurement spend through efficient execution of sourcing and purchasing activities.
• Contributes to cost control through accurate processing and supplier coordination.
• Supports financial tracking and reporting related to procurement activities.

SELECTION CRITERIA

Essential:

• Bachelor’s Degree in Business Administration, Supply Chain Management, or related field.
• 3–5 years of experience in procurement or supply chain operations.
• Experience in sourcing support, supplier coordination, and procurement processes.
• Knowledge of procurement procedures and purchasing best practices.
• Proficiency in Microsoft Office and procurement systems.

Desirable:

• Professional certifications such as CIPS or equivalent.
• Experience in real estate, FM, or service-based procurement environments.
• Knowledge of UAE procurement practices and supplier markets.