Procurement Administrator

About Us
Founded in 2003, we’ve built a legacy of unforgettable experiences across the Middle East. From flagship public events to large-scale activations, our work blends logistical excellence with creative ambition to shape moments that matter.

We are LINKVIVA — creators of experiences that live beyond the day.

Our Energy (Values) – The 5Ps
👫 People – We rise by lifting others
🌈 Positivity – We see the light, even in chaos
🎯 Perfection – Not flawless. But fearless in chasing better
🧭 Pioneering – We break molds, not rules
❤️ Passion – We lead with fire in the belly

Why You Should Join Us
🤝 Backbone of Delivery: Make sure our projects have the right partners, materials, and services in place to deliver exceptional experiences
🎪 Events-Driven Environment: Source across diverse categories for large-scale festivals, public events, and high-profile productions, where no two briefs are the same
📈 Ownership & Impact: Manage procurement across the full lifecycle, build trusted supplier partnerships, and contribute directly to cost efficiency and quality
⚡ Hands-On, High-Responsibility Role: Work closely with cross-functional teams in a fast-paced environment that values negotiation, problem-solving, and accountability

About the Role
As Procurement Officer, reporting to the Procurement Manager, you will support the delivery of project and non-project requirements through structured sourcing, commercial evaluation, supplier coordination, and purchase order management.
You will manage assigned procurement activities from receipt of a complete brief through sourcing, negotiation, approval, PO issuance, delivery coordination, and close-out.
The role requires strong commercial awareness, disciplined use of our procurement processes and Odoo ERP, and effective coordination with project teams, Operations, Finance, and the warehouse.

What You’ll Do

• Procurement Planning & BOQs – Review, validate, and consolidate BOQs and briefs from project and Operations teams, checking scope, specifications, and quantities, and flag long-lead items to align sourcing with project timelines
• BOQ Optimisation – Identify opportunities to optimise BOQs, consolidate requirements, reuse available assets, and propose viable alternatives without compromising approved specifications
• Strategic Sourcing – Source suppliers, contractors, and service providers across event, production, fabrication, rental, logistics, and operational categories
• Quotations & Comparisons – Obtain at least three competitive quotations wherever practicable, document exceptions, and prepare clear comparisons on price, scope, compliance, quality, lead time, and payment terms
• Negotiation & Benchmarking – Benchmark the market and negotiate best value, keep a record of savings and outcomes, and submit sourcing recommendations through the approval workflow
• Budget Control – Check approved budgets before any commitment, monitor quotations, POs, and spend against budget, and escalate variances and out-of-budget needs early
• Cost Optimisation – Support cost-saving and value-engineering initiatives through specification reviews, alternative sourcing, and reuse of existing inventory
• PO Management in Odoo – Create and manage POs with accurate vendor, scope, pricing, budget allocation, and payment terms, raised only after sourcing, evaluation, and approvals are complete
• PO Tracking – Track PO status, revisions, and outstanding commitments, and make sure changes are evaluated and approved before being confirmed with suppliers
• Vendor Onboarding – Coordinate vendor registration, checking trade licences, VAT/TRN, bank details, and NDAs, and keep an up-to-date, categorised supplier database
• Supplier Performance – Monitor suppliers on pricing, quality, delivery, and responsiveness, and support periodic evaluations and corrective actions
• Commercial Compliance – Review quotations and commercial terms, coordinate contract reviews and commercial risks with the Procurement Manager, and keep traceable records of rates, terms, and approved variations

About You
✔ Detail-oriented, commercially aware, and highly organised
✔ Structured in your approach, with a commitment to quality and compliance
✔ Comfortable managing multiple requirements and deadlines in a fast-paced, project-driven events environment
✔ A strong negotiator with sound commercial evaluation skills
✔ An analytical problem-solver, accurate when reviewing BOQs, specifications, quotations, and price comparisons
✔ A clear communicator who takes ownership and works well with internal teams and suppliers
✔ Collaborative, accountable, and service-oriented

What You Need to Apply
✅ Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Engineering, or a related field
✅ 2–3 years of procurement or supply chain experience
✅ Demonstrated experience in supplier sourcing, quotation analysis, negotiation, and vendor coordination
✅ Good understanding of purchase orders, budgets, payment terms, and supplier documentation
✅ Experience with ERP or procurement systems
✅ Good Microsoft Excel skills, including quotation comparisons, trackers, and budget reports
✅ Strong organisational skills and the ability to manage multiple assignments against tight project deadlines

Your Application Will Stand Out If You
⭐ Have experience in UAE events, fabrication, joinery, production, construction, or other project-based industries
⭐ Have Odoo experience
⭐ Have a record of negotiated savings, cost avoidance, or value-engineering initiatives
⭐ Know vendor onboarding and compliance documentation well