Procurement Officer (interior design)

Overview

Expected Outcome

A. Sourcing & Supplier Management

• Source materials, finishes, FF&E items, and project consumables based on approved specifications.
• Identify and evaluate new local and international suppliers (UAE, Europe, Turkey, India, China).
• Request quotations, compare bids, and negotiate price, delivery terms, and warranty conditions.
• Maintain updated supplier database with product, price, and performance history.
• Support pre-qualification of vendors and maintain approved vendor list.

B. Procurement Operations

• Prepare and issue Purchase Orders through the ERP system.
• Maintain accurate PO logs, delivery schedules, and tracking sheets.
• Ensure compliance with project budgets, cost codes, and procurement plans.
• Follow procurement cycle strictly: RFQ, Comparison, Negotiation ,PO, Delivery, Invoice Verification.

C. Coordination with Internal Teams

• Work closely with:
• **Design & FF&E teams**
• to confirm materials specs and substitutions.
• **Technical team**
• for shop drawings and material compliance.
• **Project teams**
• for delivery timelines and site requirements.
• **Finance**
• for vendor payments and invoices.
• Communicate proactively about delays, risks, or material shortages.

D. Logistics & Delivery Follow-Up

• Track orders with suppliers and freight forwarders.
• Coordinate transportation, customs documentation, and local deliveries.
• Follow up with warehouse for received items, inspections, and stock levels.
• Arrange urgent deliveries when needed.

E. Documentation & Compliance

• Maintain all procurement records: RFQs, LPOs, specs, quotes, contracts.
• Ensure compliance with procurement SOPs and DOA.
• Verify invoices against PO, delivery notes, and agreements.
• Conduct regular audits of procurement documents.

F. Cost Control & Reporting

• Prepare cost comparison sheets and savings reports.
• Monitor price fluctuations and market changes.
• Report risks, delays, and vendor issues to Procurement Manager.
• Support budget forecasting for upcoming projects.

3. Qualifications & Experience

• Bachelor’s Degree in Supply Chain, Business Administration, Engineering, or related field.
• 3–5 years’ experience in
• interior design, fit-out, FF&E, or construction procurement
• (mandatory).
• Strong knowledge of materials, finishes, vendors, and fabrication processes.
• Experience with ERP systems.
• Strong negotiation and vendor management skills.
• Knowledge of logistics, shipping, customs, and local markets.
• Excellent time management and coordination skills.

4. Competencies

• **Attention to Detail**
• – precise documentation and spec accuracy.
• **Negotiation Skills**
• – ability to reduce costs while maintaining quality.
• **Ownership & Accountability**
• – proactive follow-up and delivery.
• **Communication Skills**
• – effective coordination with internal/external stakeholders.
• **Market Understanding**
• – strong knowledge of vendors, materials, and pricing.
• **Problem Solving**
• – ability to troubleshoot delivery or supplier issues quickly.

5. KPIs

• On-time PO delivery rate
• Cost savings achieved per project
• Supplier performance rating
• Accuracy of PO & documentation compliance
• Number of procurement delays escalated/resolved
• Material availability vs project schedule