Procurement Manager -Events & Exhibition)

PROCUREMENT MANAGER – EVENTS & EXHIBITIONS

Department: Events & Exhibitions Position: Procurement Manager Location: Dubai, UAE Employment Type: Full-Time Reporting To: Head of Operations / General Manager

1. JOB PURPOSE

The Procurement Manager will be responsible for overseeing and managing all procurement activities related to events, exhibitions, stand fabrication, and project execution. The role requires strong knowledge of sourcing materials, negotiating with suppliers, managing manpower requirements, coordinating logistics, and ensuring timely delivery of materials and services within approved project budgets.

The ideal candidate must have hands-on experience in the events and exhibition industry, particularly in stand fabrication, fit-out, signage, printing, AV installation, carpentry, metal works, and workshop operations.

1. KEY RESPONSIBILITIES

A. Procurement & Supplier Management

• Develop and implement procurement strategies to support company projects and operational requirements.
• Identify, evaluate, negotiate, and establish relationships with reliable suppliers, subcontractors, and service providers.
• Source materials, equipment, tools, and services required for exhibitions, events, and stand fabrication.
• Maintain an updated supplier database and regularly evaluate supplier performance.
• Negotiate competitive pricing, payment terms, credit facilities, and delivery schedules.
• Ensure all purchases comply with approved budgets and company procurement procedures.

B. Industry-Specific Material Procurement

Manage sourcing and purchasing for:

• Exhibition stand fabrication and construction materials.
• Carpentry, MDF, plywood, timber, and laminates.
• Metal fabrication, steel, aluminum, and structural materials.
• Acrylic, signage, branding, and printing materials.
• Lighting, electrical components, and AV installation equipment.
• Furniture, fixtures, fittings, and decorative materials.
• Paint, finishing materials, hardware, and accessories.
• CNC machining, cutting, and workshop consumables.

C. Project & Operations Coordination

• Coordinate closely with Project Managers, Operations, Designers, Engineers, and Workshop teams to understand project requirements.
• Review BOQs, material specifications, drawings, and project requirements before purchasing.
• Ensure materials and equipment are available according to project schedules and installation deadlines.
• Coordinate urgent and last-minute procurement requirements during exhibition build-up and dismantling.
• Monitor material delivery, transportation, and logistics to ensure timely project execution.
• Arrange alternative suppliers and materials when required to avoid project delays.

D. Manpower & Logistics Management

• Coordinate with manpower suppliers for temporary workers, skilled labor, and subcontractors.
• Source and arrange carpenters, electricians, painters, fabricators, installers, helpers, and other technical manpower as required.
• Ensure manpower availability according to project schedules and site requirements.
• Coordinate transportation, equipment rental, machinery, and material movement between workshops and project sites.

E. Cost Control & Budget Management

• Prepare and monitor procurement budgets in coordination with the Finance and Operations Departments.
• Obtain and compare multiple quotations to ensure cost-effectiveness.
• Monitor purchase orders, delivery notes, invoices, and supplier payment schedules.
• Identify cost-saving opportunities without compromising material quality or project requirements.
• Maintain accurate procurement records and prepare regular purchasing and cost reports.

F. Documentation & Compliance

• Ensure proper documentation of purchase requests, quotations, comparison sheets, purchase orders, and delivery notes.
• Verify quantities, specifications, and quality of received materials.
• Ensure all procurement activities follow company policies and approval procedures.
• Maintain proper records of supplier agreements, contracts, warranties, and payment terms.
• Coordinate with Finance for invoice verification and supplier payment processing.

1. QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Business Administration, Supply Chain Management, Procurement, or a related field.
• Minimum 5–7 years of procurement experience, preferably in the UAE.
• Proven experience in events, exhibitions, stand fabrication, fit-out, or construction industries.
• Strong knowledge of exhibition fabrication materials, workshop supplies, and technical procurement.
• Experience managing multiple suppliers, subcontractors, and manpower agencies.
• Proven experience in cost negotiation, budget control, and supplier management.
• Good understanding of BOQs, technical drawings, material specifications, and project requirements.
• Proficiency in MS Excel, procurement systems, and ERP software.

1. REQUIRED SKILLS & COMPETENCIES

• Strong negotiation and supplier management skills.
• Excellent knowledge of local UAE suppliers and the procurement market.
• Ability to manage urgent purchasing requirements and tight project deadlines.
• Strong organizational, analytical, and problem-solving abilities.
• Excellent communication and coordination skills.
• Ability to work under pressure and manage multiple projects simultaneously.
• Strong understanding of inventory control and cost optimization.
• Ability to coordinate effectively with workshop, operations, and project teams.

1. KEY PERFORMANCE INDICATORS (KPIs)

Performance will be evaluated based on:

• Procurement cost savings and budget efficiency.
• Timely delivery of materials and services.
• Supplier reliability and performance.
• Material quality and compliance with project specifications.
• Reduction of procurement-related project delays.
• Accuracy of procurement documentation and reporting.
• Effective manpower and logistics coordination.
• Development of reliable supplier networks and competitive pricing.

1. WORKING RELATIONSHIPS

The Procurement Manager will work closely with:

• General Manager / Head of Operations
• Project Managers
• Operations and Production Teams
• Design and Technical Teams
• Workshop and Site Supervisors
• Finance and Accounts Department
• Suppliers, Subcontractors, and Manpower Agencies

Note: The Procurement Manager is expected to maintain a proactive and hands-on approach, ensuring that all materials, manpower, equipment, and services are procured efficiently to support the successful execution of events, exhibitions, and fabrication projects.

Procurement Officer -

The Procurement Officer will be responsible for handling daily purchasing activities, sourcing materials, obtaining supplier quotations, preparing purchase orders, and coordinating the delivery of materials and services required for events, exhibitions, stand fabrication, and project execution.

The role requires practical knowledge of procurement within the events and exhibition industry, including fabrication materials, carpentry, signage, printing, electrical components, AV equipment, metal works, and fit-out materials. The candidate must be capable of handling urgent procurement requirements while maintaining cost efficiency, quality standards, and delivery schedules.

Pay: AED6,000.00 - AED10,000.00 per month

Work Location: In person