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.