Procurement Officer

3.

Conduct market research to identify qualified vendors and service providers for events, festivals, and programs. ·

4.

Evaluate vendor capabilities, experience, and past performance.

5. · Maintain and update an approved vendor database and performance records.

6. · Identify alternative suppliers to ensure competitiveness and continuity of supply.

7. · Build and maintain strong working relationships with vendors and service providers.

8. · Stay informed on market trends, pricing benchmarks, and new event-related products and services.

9. · Source vendors based on event requirements, timelines, and budget constraints.

10. · Coordinate with vendors to confirm specifications, availability, and delivery schedules.

11. · Ensure timely procurement and delivery of event materials, equipment, and services.

12. · Liaise between internal teams and vendors to clarify requirements and resolve issues.

13. · Monitor vendor performance during delivery and execution to ensure smooth event operations.

· Review and compare quotations based on cost, quality, technical compliance, and timelines.

· Conduct commercial and technical evaluations with relevant departments. · Negotiate pricing, payment terms, and service conditions to achieve value for money.

· Prepare evaluation summaries and recommendations for management approval.

· Process purchase requisitions and purchase orders (POs) in line with procurement policies and approval workflows. · Track PR and PO status to ensure timely approval and issuance.

· Maintain accurate procurement records for reporting and audit purposes. 4.

Contracts, Asset Tracking, Reporting & Continuous Improvement

· Support coordination of event-related contracts and service agreements with vendors.

· Ensure contracts clearly define scope of work, deliverables, timelines, and payment terms.

· Monitor vendor compliance and manage contract amendments or extensions when required.

· Maintain inventory of event-related assets, including reusable materials and equipment.

· Track issuance, return, and condition of assets before and after events.

· Analyze procurement data, spending patterns, and vendor performance to support planning and decision-making

. · Identify cost-saving opportunities and recommend improvements to procurement workflows, templates, and evaluation practices.