Procurement Officer

Procurement Officer in Events Management – Role OverviewA Procurement Officer in the events industry is responsible for sourcing, negotiating, and managing all goods and services required to successfully execute an event. This role ensures that suppliers deliver high-quality materials, products, and services on time and within budget—while maintaining compliance, sustainability, and event brand standards.Key Responsibilities1. Supplier Sourcing & ManagementIdentify and vet vendors for catering, décor, branding, equipment rental, AV services, venues, logistics, etc.Build and maintain long-term vendor relationships.Maintain supplier performance records and update approved-vendor lists.2. Contracting & NegotiationDevelop RFQs, RFPs, and tender documents for event needs.Negotiate pricing, terms, and service-level agreements.Ensure contracts comply with organisational and legal requirements.3. Budget & Cost ControlForecast and track procurement costs for each event.Achieve cost savings while maintaining quality standards.Manage purchase orders, invoices, and payment schedules.4. Logistics CoordinationEnsure timely delivery of goods and services.Coordinate with event planners, production teams, and logistics staff.Handle last-minute changes or emergencies efficiently.5. Quality AssuranceInspect delivered products and services against event requirements.Conduct supplier audits when necessary.Ensure products meet sustainability or branding guidelines.6. Risk & ComplianceEnsure compliance with safety, legal, and procurement standards.Evaluate supplier risks and contingency planning.Essential SkillsStrong negotiation and vendor-management skillsBudgeting and financial acumenTime management and multitaskingKnowledge of event industry trends and suppliersContract management and compliance awarenessAnalytical thinking and problem-solvingExcellent communication and teamworkTypical QualificationsDiploma or degree in Procurement, Supply Chain, Business Management, or Event ManagementCertification such as CIPS or equivalent (advantageous)Experience in events, hospitality, or procurement roles