Procurement Manager Global Sports Events Firm

About the Company:

The Company is seeking to fill this role is one of the worlds leading sports event management companies established since 1991 and has had a presence in Qatar for over five years.

Role & Responsibilities Summary:

The Procurement Manager at the Hospitality Division is responsible for supporting the planning execution and management of procurement processes for different projects & events throughout the calendar year.

Working closely with the Senior Procurement Manager and crossfunctional teams in the preevent planning phase this role plays a key part in supplier engagement market analysis contract management and tender documentation.

During the mobilisation and event operational phase this role transitions into an event support role managing the installation and coordination of suppliers ensuring quality control and replenishment and assisting the operations team as needed during set up and live days.

Planning and Market Research

• Collaborate with the Procurement Team in the development and execution of the hospitality procurement plan conducting market analysis and identifying potential suppliers across different categories.

• Work closely with all functional areas of the Hospitality Division to define and create specifications for the required materials and services ensuring alignment with the operational and event needs.

• Conduct research and benchmarking of local and international markets analysing data to assess suppliers pricing and capabilities for each project.

• Engage with suppliers by setting up introductory meetings conducting supplier and warehouse visits and attending relevant industry conferences and trade fairs to explore potential partnerships.

Procurement Process Management

• Liaise with functional teams to gather and finalise scopes of work for each procurement category ensuring comprehensive and accurate specifications.

• Support the drafting of all procurement documentation including Expressions of Interests (EOIs) Requests for Information (RFIs) Requests for Proposals (RFPs) executive summaries appendices schedules evaluation documents and recommendation proposals.

• Manage the release and tracking of tender documentation by secure file transfer ensuring timely responses and consistent communication with potential suppliers throughout the procurement process.

• Assist in evaluating technical and financial proposals from all respondents providing detailed objective analysis to support decisionmaking and supplier selection.

• Prepare presentation materials data analysis and executive summaries to be shared with Senior Management and Company Directors during procurement reviews.

• Support the Event Delivery team with the international procurement and associated logistics process if required.

Supplier Engagement and Legal Coordination

• Manage the execution of NonDisclosure Agreements (NDA) with new suppliers to ensure the protection of confidential information throughout the procurement process.

• Collaborate with the Legal and Procurement teams to review and ensure compliance with all key legal and contractual documentation at all stages of the procurement process.

• Maintain clear communication and coordination with suppliers ensuring they have all necessary information and guidance throughout the procurement and contract management phases.

Contract and Project Management

• Support the administration of contractual deliverables and responsibilities between the company and the contracted service providers tracking progress and ensuring compliance with contract terms and timelines.

• Monitor service providers project planning deliverables ensuring that all obligations are fulfilled in line with the master project plan and department risk register.

• Work alongside the Procurement Team and relevant departments to coordinate final approvals for creative concepts artwork design and deliverables from suppliers.

• Assist in tracking key timelines milestones and deliverables for hospitality projects ensuring that procurement tasks align with project schedules and operational goals.

Compliance and Risk Management

• Ensure that all procurement activities comply with national and local laws as well as international regulations relating to health and safety food safety hygiene and worker welfare.

• Participate in and lead meetings with service providers stakeholders and other partners to review progress resolve issues and ensure alignment with project objectives.

• Develop and facilitate service provider training sessions and workshops to share key information and ensure all stakeholders are prepared for project delivery.

• Provide ongoing reporting to the Senior Procurement Manager Creative Assets including risk assessments issue tracker and progress updates to ensure full visibility of project status.

Management of Service Providers and Operational Support:

• In coordination with the Events Delivery Team manage suppliers throughout bump in and bump out phases across multiple events sites ensuring supplier goods and materials are distributed correctly tested and ready for event sites first live day.

• Assist with all documentation and permits for security and access to venues contributing where required to any readiness testing activities such as soft openings.

• Ensure compliance with the companys contract terms policies and procedures as well as local regulations and laws.

• Manage quality control including replenishment and replacement of materials as required.

• Ensure any change control orders follow the agreed authorisation and reconciliation procedures and are correctly tracked and signed off by all parties.

• Carry out supplier briefings and debriefings on site track and consolidate Service Providers KPIs and other reports acting where necessary.

PostEvent Reconciliation and Reporting

• Contribute to the financial reconciliation process of all Service Providers contracts including all change requests and KPI deductions and assist in ensuring contracts and official documentation is finalized and concluded.

• Hold post event debrief meetings with internal teams as well as with external suppliers if required.

• Review and evaluate supplier performance postevent incorporating feedback to improve future procurement processes and supplier relationships.

• In collaboration with the Event Delivery Team assist with the dissolution strategy of the Hospitality Division assets maintaining inventory records and closing out supplier contracts.

• Assist with the Procurement of all service providers for future events.

General

• Until otherwise agreed this position is based in the Doha office (Qatar) but requires intermittent travel to the GCC region and potentially other countries.

• The nature of our business is such that it may be necessary to amend or add the responsibilities and you may be required to perform other tasks that are allocated to you specific to the projects at hand.

• Act in compliance with the companys contract terms policies and procedures.

Essential Experience:

• Minimum 3 years experience in large scale international sport events preferably in procurement or supply chain management for the hospitality industry.

• Experience with different events sites including indoor sports stadiums and in outdoor temporary structured events (greenfield).

• Strong knowledge of procurement processes including tender management contract negotiation supplier evaluation and compliance requirements.

• Ability to conduct detailed market research and analyse supplier data to support informed decisionmaking.

• Demonstrated experience managing multiple projects simultaneously and efficiently and in coordinating operational teams composed of numerous contractors and service suppliers.
  
  
• Experience in budgeting negotiation and costcontrol skills to ensure procurement activities are both creative and financially efficient.

Essential Skills:

• Ability to work calmly under pressure and meet multiple deadlines

• Meticulous attention to detail and organisation skills

• Flexible in a constantly evolving environment with good proactive problemsolving skills

• Strong project management and time management skills

• Good administration and IT skills including Microsoft Office and Cloud based Programmes

• Strong verbal and written communications skills fluent in both written and spoken English

• Comfortable in presenting at senior management level if required

• Experience of working in GCC region

Expected Contract Length:

From January 2025 to 9th April 2027.