Procurement Officer (Full-Time, On-Site)

About Us:

MANSIONS OWNERS ASSOCIATION MANAGEMENT

As the most ambitious and the most respected leader in association and facility management, Mansions Community Managers enhances our clients` communities through the highest levels of service and unparalleled industry expertise. We understand the unique needs of each individual community, and provide customized services designed to deliver truly measurable value for Home Owners Association.

Job Title: Procurement Officer (Full-Time, On-Site)

Location: Dubai Media City

Job Type: Full-Time

Job Description:

Position Overview:

We are looking for a Procurement Officer to manage end-to-end purchasing activities and support the continuous improvement of our procurement processes. This is a full-time, on-site role (no remote option). The position involves managing supplier relationships, running tenders and RFQs/RFPs, coordinating internal approvals, and ensuring accurate documentation and timely payments.

The role requires strong ownership, attention to detail, and accountability, as you will work with a high volume of commercial documents, supplier data, and financial information.

Key Responsibilities

1. Sourcing & Tendering

• Plan, prepare, and launch tenders, RFQs, and RFPs in line with company policies and timelines.
• Collect, compare, and analyze quotations and proposals from suppliers to support transparent selection decisions.
• Ensure tender documentation is complete, accurate, and compliant with internal procedures.
• Participate in price and terms negotiations with suppliers (under supervision where needed) to secure the best total value (price, quality, delivery, and service).

2. Supplier Management

• Act as a point of contact for day-to-day communication with suppliers by phone and email.
• Assist in the evaluation, onboarding, and periodic review of suppliers, including performance and compliance checks.
• Maintain and regularly update the approved vendor list, supplier records, and contact information.
• Follow up with suppliers on delivery schedules, missing documents, and clarifications as required.

3. Purchase Orders & Contracts

• Prepare and process purchase requisitions and purchase orders (POs) accurately in the company’s ERP or procurement system.
• Verify that POs reflect agreed pricing, quantities, terms, and delivery conditions.
• Assist in drafting, reviewing, and tracking basic supply agreements and contract renewals under the guidance of senior staff or the legal team.
• Ensure that all procurement activities adhere to company policies, approval matrices, and delegation of authority.

4. Documentation, Approvals & Payments

• Check and collect complete payment documentation from suppliers (invoices, delivery notes, tax documents, supporting approvals).
• Submit and track internal approval requests, coordinating with Finance, Operations, and other departments.
• Resolve discrepancies between POs, delivery notes, and invoices in coordination with suppliers and internal stakeholders.
• Ensure timely submission of payment requests and support Finance in resolving queries related to supplier payments.

5. Data Management & Reporting

• Maintain accurate purchase records, supplier databases, and digital filing of procurement documents.
• Support in preparing periodic procurement reports (spend analysis, savings tracking, supplier performance, open PO status, etc.).
• Monitor basic procurement KPIs (lead times, on-time delivery, quotation turnaround, etc.) and highlight issues or delays.
• Contribute to the improvement of procurement templates, processes, and checklists.

6. Compliance, Risk & Continuous Improvement

• Ensure all procurement activities comply with company policies, ethical standards, and relevant regulations.
• Report any potential conflicts of interest or irregularities in procurement processes.
• Support initiatives to optimize cost, standardize suppliers, and reduce operational risk (e.g., dual sourcing, contract standardization).
• Participate in internal or external audits related to procurement and implement corrective actions as required.

Requirements

Experience

• 2+ years of experience in procurement, purchasing, or a similar role.

Skills & Competencies

• Good command of business English (written and spoken); additional languages are an advantage.
• Strong business correspondence and communication skills with internal stakeholders and suppliers.
• Confident computer skills: MS Office (Word, Excel, Outlook), PDF editors, and general office software; experience with an ERP or e-procurement system is preferred.
• Strong numerical accuracy and attention to detail in working with prices, quantities, and documents.
• Good time-management and organizational skills; able to handle multiple requests and priorities.
• Ability to follow established procedures while also identifying opportunities to simplify and improve them.
• Positive attitude, ownership mindset, and ability to perform routine tasks with consistency and reliability.

Nice to Have (Preferred)

• Basic understanding of contract and payment terms.
• Experience working within a formal approval matrix and documentation-heavy environment.
• Any training or certification in procurement/supply chain (e.g., CIPS level, or equivalent) is an advantage.

Additional Information

• This is a full-time, on-site position based in Dubai, UAE.
• Working hours follow a standard office schedule.
• Salary, medical insurance, and other employment conditions will be communicated by the company’s HR department.
• We are ready to onboard the selected candidate immediately.

Job Type: Full-time

Application Question(s):

• Are you proficient in MS Excel?

Education:

• Bachelor's (Preferred)

Experience:

• Procurement: 2 years (Preferred)

Location:

• Dubai (Required)

Work Location: In person

Application Deadline: 21/11/2025