Procurement Officer – Corporate Gifts & Promotional Items

Role Overview

Procurement Officer – Corporate Gifts & Promotional Items at Burjline Builders, based in Qatar.

Role Purpose

Source and procure corporate gifts, promotional items, customized products, and packaging materials. Manage supplier relationships, obtain competitive quotations, negotiate terms, coordinate samples and customization, and ensure orders meet client specifications, quality standards, budget, and delivery deadlines.

Key Responsibilities

Requirements & Client Management

• Receive and review client requirements from the Sales/Project team, including specifications, quantities, branding, budget, and required delivery dates.
• Understand client briefs and convert them into clear supplier RFQs.
• Ensure supplier quotations fully match client requirements before submitting costs for sales quotation preparation.

Sourcing & Supplier Identification

• Source suitable corporate gifts, promotional merchandise, VIP gifts, customized products, packaging, and related items.
• Identify new suppliers locally and internationally based on each project requirement.
• Source internationally when products are unavailable locally.
• Handle urgent sourcing requirements and identify alternative suppliers when required.
• Actively search for better products, better suppliers, better prices, and alternative solutions rather than relying on existing vendor pools.

Quotation Management & Negotiation

• Obtain and compare multiple supplier quotations to ensure competitive pricing, quality, specifications, and delivery timelines.
• Prepare clear quotation comparison sheets and recommendations for internal approval.
• Compare quotations based on total value—not only price—including quality, specifications, lead time, payment terms, and supplier reliability.
• Negotiate with vendors on pricing, payment terms, lead time, minimum order quantities, samples, customization, and delivery conditions.
• Challenge quotations when necessary.

Vendor Management

• Maintain strong professional relationships with existing suppliers while continuously developing new vendor sources.
• Monitor supplier performance in terms of price, quality, reliability, responsiveness, and delivery performance.
• Maintain an updated supplier database, product catalogs, price lists, samples, and sourcing records.

Customization & Quality Coordination

• Coordinate product samples, mock-ups, branding methods, colors, materials, packaging, and other specifications before placing orders.
• Understand customization methods such as printing, engraving, embroidery, laser marking, UV printing, screen printing, packaging, and branding.
• Ensure purchased products meet approved samples and specifications before delivery to the client.

Procurement & Order Management

• Issue and follow up purchase requests, LPOs/POs, supplier confirmations, invoices, delivery notes, and other procurement documentation.
• Follow up closely with suppliers to ensure production and delivery remain on schedule.
• Coordinate shipping requirements with the logistics team.

Cross-functional Coordination

• Coordinate with Sales, Production, Design, Finance, Logistics, and Project teams throughout the procurement process.

Issue Resolution

• Resolve supplier issues, shortages, quality problems, incorrect specifications, and delivery delays.

Compliance & Confidentiality

• Maintain confidentiality regarding client requirements, pricing, supplier information, and company commercial information.

Qualifications & Experience

• Minimum 3–5 years of procurement or sourcing experience.
• Preferably in corporate gifts, promotional items, printing, advertising, events, exhibitions, or related industries.
• Strong knowledge of the Qatar and UAE supplier markets is highly preferred.
• International sourcing experience, particularly with suppliers in China, Turkey, Europe, UAE, and other major sourcing markets, is an advantage.
• Experience working with ERP or procurement systems is preferred.

Skills & Competencies

• Strong supplier negotiation and vendor-management skills.
• Strong Excel and Microsoft Office skills.
• Strong written and verbal communication skills in English.
• Excellent attention to detail and strong follow-up skills.
• Ability to work under pressure and manage multiple urgent RFQs simultaneously.
• Resourceful and solution-oriented mindset.
• Comfortable communicating with vendors and negotiating commercially.
• Ability to take ownership of procurement requirements from initial inquiry through final delivery.