Procurement Assistant (Conference & Events)

Our client, a well established NGO, is looking to onboard a detail oriented Procurement Assistant to join their growing team. Reporting to the Senior Officer, your responsibilities will include: 

• Assist in organizing trainings, workshops, and other activities both in Malta and internationally, ensuring all procurement and logistical requirements align with organization's standards.
• Manage event logistics, including booking venues, arranging accommodation, catering, transport, and interpretation services.
• Identify and engage suppliers, assess quotations, and negotiate contracts to ensure cost-effectiveness and compliance with procurement policies.
• Build and maintain strong vendor relationships, ensuring adherence to all contractual obligations.
• Prepare and handle procurement documents such as Requests for Proposals/Quotations, Purchase Orders, cost assessments, and internal reports.
• Collaborate with the finance team to facilitate payment processes and invoice management.
• Keep accurate and up-to-date records of procurement activities and vendor information.
• Monitor procurement procedures and recommend improvements as needed.
• Support the evaluation of event outcomes and contribute to the development of post-event reports.

The role is being offered on a definite contract basis.

• Previous experience (2 years) in a similar role
• Experience within the hospitality industry would be an asset
• Excellent level of English. Fluency in Maltese or French would be a plus.
• Currently based in Malta