Procurement Assistant

4 weeks ago

Dubai, United Arab Emirates Rayqube Future Tech Full time

About Rayqube Rayqube is a leading experiential technology company creating immersive, digitally led spatial experiences for brands, government entities, and cultural institutions. We specialize in storytelling through design, leveraging interactive technologies and high-impact installations at major events and exhibitions across the region. Job Summary The Procurement Assistant is responsible for supporting the finance and procurement functions related to event projects. This includes vendor sourcing support, purchase order processing, cost tracking, and ensuring financial compliance for all procurement activities. The role demands accuracy, strong coordination with vendors and project teams, and knowledge of UAE accounting and VAT practices. Key Responsibilities Assist in collecting vendor quotations, comparing prices, and preparing cost analysis sheets. Prepare and process Purchase Orders (POs) in coordination with project and finance teams. Maintain an updated database of approved suppliers and service providers. Coordinate with suppliers on delivery schedules, payment terms, and documentation requirements. Support the procurement team in negotiating prices and ensuring cost efficiency for each project. Verify supplier invoices and ensure alignment with POs, contracts, and delivery notes. Coordinate with finance for payment requests, advance settlements, and expense reconciliations. Track payments and maintain clear records of outstanding vendor dues. Ensure proper documentation for each financial transaction related to procurement. Support the project team with budget tracking and actual cost monitoring. Prepare project-wise cost summaries and variance reports for management review. Assist in maintaining transparent cost allocation across multiple ongoing projects. Ensure all supplier invoices comply with UAE VAT laws and include valid TRN numbers. Maintain VAT documentation for audits and FTA submissions. Assist in vendor-related VAT reconciliations and data preparation for VAT returns. Maintain a clear filing system for purchase orders, invoices, and payment approvals. Generate regular procurement and financial status reports for internal review. Support the annual audit process by providing vendor and procurement records as needed. Requirements Bachelor’s degree in Accounting, Finance, Business Administration, or related field. 2–4 years of relevant experience in finance and procurement, preferably in the event / production / marketing industry. Knowledge of UAE VAT regulations and project-based accounting. Strong proficiency in MS Excel, ERP or accounting systems (e.g., QuickBooks, Zoho, Tally). Excellent attention to detail and record-keeping skills. Strong communication and negotiation support skills with vendors. Ability to work under pressure and handle multiple event projects simultaneously. Preferred Skills Familiarity with event procurement categories such as fabrication, AV, printing, logistics, and talent services. Experience in handling urgent project purchases and maintaining cost efficiency. Understanding of import/export and vendor payment cycles within the UAE. #J-18808-Ljbffr

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