Xenios Papastavrou

Managing end to end procurement for the construction of Mega project - FIFA 2034 World cup stadium. Responsible for the who;e scope including civil, architectural, civil and MEP procurement.

- Personally manage a procurement budget of SAR 3.36 billion across 20 major subcontract and supply
packages covering civil, MEP, steel, and infrastructure works.
- Awarded over 100 contracts to date — a mix of large subcontract packages and supply agreements —
achieving 5% in cost savings against approved project budget.
- Lead a team of 25 procurement and stores professionals, establishing the departments processes,
approval hierarchies, and procurement schedules aligned to the project master plan.
- Drive procurement strategy for a complex diversified & multinational JV environment, bridging
communication gaps between Chinese leadership, Saudi client teams, and international consultants —
managing different ERP platforms and approval workflows across entities.
- Administer subcontracts under a customised FIDIC framework; manage RFPs, commercial evaluations,
and contract finalisation across civil, MEP, logistics, and AV packages.
- Coordinate third-party inspections, customs clearance, and international freight for overseas supplies,
ensuring zero critical-path delays attributable to procurement.
- Attend Client/Consultant progress meetings representing procurement, providing structured updates on
package status and upcoming commitments.
- Drafting, reviewing, and implementing contract terms and agreements, while ensuring compliance with
industry standards and project requirements.
- Adhering to company procurement policy & governance, preparing reports for local content initiative,
aligning and revising project schedule, responding to client correspondence and taking pro active
measures to protect main contractor on late client approvals.

Rensposible for the operation & maintenance of DECC phase 1 & construction of DECC phase 2

- Managed an annual procurement budget of QAR 300 million across FM hard services, convention
operations, and construction packages for Phase 2 (2, 800-bay underground car park with theme park).
- Supervision of Main Contractor activities according to contract, specifications and strict control on budget.
- Delivered 5-10% cost reductions on hard services procurement by restructuring vendor contracts,
tightening SLA frameworks, and eliminating cost escalation through proactive re-tendering.
- Resolved a significant commercial dispute on IT and hard services upgrades, preventing budget overrun
and maintaining continuity of venue operations during live events.
- Built and managed a vendor panel of approximately 10 qualified suppliers per work package; led technical
and commercial evaluation committees ensuring transparency and best practice.
- Managed end-to-end logistics and transport budgets; arranged overseas shipments including third-party
inspections, customs, and freight carrier management.
- Led and developed a team of 6 procurement professionals; wrote the companys procurement policy from
scratch.
- Establishing and leading technical and commercial evaluation committees, facilitating structured decision
making and ensuring procurement best practices
- Manage the end-to-end procurement process, including vendor prequalification, tender preparation, bid
evaluation, and contract awards to ensure transparency and compliance with company policies.
- Lead procurement planning initiatives, including initiation, consolidation, and packaging of procurement
needs, to enhance efficiency and optimize resource utilization

• Negotiating contracts with vendor including managing a competitive bid process.
• Support the purchasing department throughout the vendor qualification process.
• Respond to material-Labor-Plant inquiries/issues from the receiving department.
• Handled the tasks of conducting market research of vendors and compare material quotations.
• Responsible for requesting quotations from prospective vendors to compare with the estimated budget.
• Performed the tasks of preparing supply agreement and coordinate with engineers in identifying requirements.
• Preparation of Project Specific Vendor list for the approval of the client
• Preparation of Project Specific Procurement and Subcontract Procedure for approval of the client.
• Pre-qualification of the Potential Suppliers not appearing in the Approved Vendor List

- Personally responsible for USD 300 million in procurement spend on the Education City Stadium — one of
Qatars eight FIFA 2022 World Cup venues — administering subcontracts under FIDIC Yellow Book.
- Managed over 200 subcontractors and suppliers across a complex, phased delivery programme spanning
civil, MEP, finishing, and specialist packages.
- Navigated the 2017 Qatar diplomatic blockade: re-routed critical supply chains through Oman, sourced
alternative-compliant materials for ceiling and partition systems, and coordinated emergency air freight,
preventing any programme delay to a live FIFA deadline.
- Led procurement continuity through COVID-19 (2020): managed supply shortages, logistics collapse, and
price spikes across active packages, protecting project budget and schedule through rapid re-sourcing
and contract renegotiation.
- Convinced the client to accept revised product specifications for an underground car parking system after
identifying that the originally specified product presented a significant downstream risk demonstrating
commercial and technical judgment that protected the project from future cost and programme exposure.
- Led a team of 8 procurement staff and stores personnel; established the department from zero, building all
processes, supplier relationships, and reporting frameworks.
- Prepared monthly and annual procurement expense forecasts; tracked and analysed earned value cost
management data, reporting progress to senior management.

• Compiling of Bid packages and issue Request for Quotation (RFQ)
• Receiving of bids and preparation of commercial bid summary to arrive at a Purchasing strategy
• Conduct price and commercial negotiation to optimize the purchases within the budgeted amount.
• Sourcing and rate negotiation of material locally and worldwide with proper incomers, delivery time and quality.
• Preparing & managing logistics & transport budgets, monitoring expenditure and implementing remedial measures where appropriate.
• Negotiation with free zones and local authority.
• Managing and training staff in the operation of Logistics, Procurement, warehousing, materials systems.
• Responsible for recruiting, interviewing, hiring, training and managing Department personnel.
• Outsourcing of Construction Manpower Personnel.

- Compiled and managed bid packages for the purchase of goods and services across a USD 1 billion
mixed-use residential development.
- Managed vendor relationships, negotiated price and payment terms, and arranged international shipments
for imported materials.
- Coordinated with stores for stock control, monitored supplier performance, and advised senior
management on procurement strategy.

• Supervising contractors’ construction progress
• Consulting with contractors engineers for project progress and specifications
• Evaluation of main contractors Interim payment Applications
• Review of proposed Variations
• Review of Compensation Events and Extension of time requirements
• Preparation of Bill of Quantities
• Cash flow Analysis
• Subcontract Administration for existing project suppliers/vendors
• Prepared monthly and annual expense forecasts, including any necessary recommended action required to manage costs to achieve budget.
• Monitored ongoing expenses relative to budget projections.
• Tracked, analyzed and interpreted trends in cost management data (earned value).
• Manipulated data using pivot tables, pivot charts and macros.

- Supervised contractor construction progress and evaluated interim payment applications, proposed
variations, compensation events, and extension of time claims.
- Prepared Bills of Quantities and conducted cash flow analysis for project cost reporting.

Internship for Civil & Environmental Engineers Authority