Job Description
Job Purpose:
The Procurement & Event Coordinator is responsible for delivering end-to-end event execution alongside transparent, cost-effective, and compliant sourcing for INJAZ Egypt. This role bridges supply chain functions with event production—managing vendor relationships, budget tracking, logistics, and on-site execution for all organizational events, competitions, graduations, conferences, and special activations. They are responsible for supporting INJAZ Egypt's operational efficiency through effective procurement processes and day-to-day administrative functions. The officer manages procurement cycles, vendor coordination, and administrative support services
Responsibilities
Procurement & Vendor Sourcing
- End-to-End Procurement: Lead procurement processes including vendor sourcing, obtaining quotations, negotiating terms, issuing purchase orders, and tracking contract execution.
- Compliance & Integrity: Ensure all purchases strictly comply with INJAZ Egypt's internal policies, donor requirements, and value-for-money principles.
- Vendor Database Management: Build, evaluate, and maintain an up-to-date database of qualified suppliers, venues, caterers, production houses, and service providers.
- Negotiation & Contracting: Secure competitive pricing and favorable contract terms for event-related and operational requirements.
- Documentation & Audits: Maintain organized, complete, and auditable procurement records, invoices, purchase requests, and financial receipts.
Event Planning & Production
- Event Execution: Plan, organize, and execute all organizational events, including student competitions, graduations, workshops, award ceremonies, and donor engagements.
- Schedules & Logistics: Develop detailed event plans, run-of-show documents, timelines, event briefs, and contingency plans.
- Venue Inspection: Conduct site visits, evaluate venue specifications, and manage layout, seating, and technical setups.
- On-Site Supervision: Oversee setup, audio/visual production, catering, registration, and live troubleshooting during events.
Event Logistics & Resource Management
- Material & Event Supplies: Coordinate the sourcing, receipt, and distribution of event materials, signage, branded collateral, and promotional items.
- Travel & Transportation: Arrange necessary travel, accommodation, and transportation logistics for speakers, guests, staff, or equipment for events.
- Safety & Compliance: Ensure all event setups and venues comply with local health, safety, and security standards.
Budgeting & Financial Administration
- Budget Tracking: Assist in developing and tracking event and procurement budgets to prevent cost overruns.
- Financial Reconciliation: Monitor expenses, verify vendor invoices, and collaborate with the Finance team for timely payments and post-event financial summaries.
- Reporting & Evaluation: Collect participant feedback, compile post-event reports, and track key performance indicators to ensure continuous improvement.
SUMMAR
Qualifications
- Education: Bachelor's degree in Supply Chain, Business Administration, Event Management, Marketing, Public Relations, or a related field. Professional certifications in Procurement, Supply Chain, or Event Management are a plus.
- Experience: 2–4 years of combined experience in procurement, vendor management, and event planning/coordination. Prior experience in NGOs, educational initiatives, or development organizations is highly preferred.
- Vendor & Sourcing Skills: Strong vendor management and negotiation skills with a proven track record of securing cost-effective agreements.
- Project & Multi-Tasking: Outstanding organizational skills, sharp attention to detail, and the ability to manage multiple events and tight deadlines simultaneously.
- Communication: Excellent interpersonal and written communication skills with the ability to build strong relationships with vendors, partners, and internal teams.
- Problem Solving: Strong crisis-management abilities and rapid on-site problem-solving skills during live events.
- Technical & Software: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and basic financial/budget tracking.
- Languages: Excellent command of written and spoken Arabic and English.
- Flexibility: Ability and willingness to work flexible hours, including occasional evenings and weekends during peak event execution periods.
Application Instructions
To apply for this position, please submit your CV to [Confidential Information] and ensure that the job title is clearly stated in the email subject line.
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