Procurement Officer (interior design)

About This Role

The Procurement Officer is responsible for executing end-to-end purchasing activities across FF&E, materials, finishes, and project consumables.

The role ensures timely sourcing, competitive pricing, supplier compliance, and full alignment with project timelines. This role directly supports the Procurement Manager in maintaining cost efficiency, high product quality, and seamless coordination between Design, FF&E, Technical, and Projects teams.

Expected Outcome:

On-time delivery of high-quality materials, within budget, aligned with project requirements and EVA Interiors’ luxury design standards.

Key Responsibilities:

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