Outsourcing and Procurement Manager

Job Description

The Outsourcing & Procurement Manager is responsible for building and managing a network of vendors and external studios, ensuring production has access to the right partners at the right quality, cost, and speed, while securing contracts that protect intellectual property and project schedules.

The role involves close collaboration with Producers, Legal, Finance, and Marketing.

Your daily tasks: 

Procurement strategy and vendor sourcing

• Develop and implement procurement strategy per project and per category.
• Source and evaluate external partners for:

          – Art production
          – Co-development
          – QA, Mocap, Localization and LQA
          – Marketing and PR partners.

• Run end-to-end sourcing processes: RFI/RFP/RFQ, supplier evaluation, negotiation, and award.
• Identify cost-saving opportunities and track realized savings.
• Maintain and improve procurement policies, approval workflows, and purchasing controls.
• Maintain a preferred-vendor network with benchmarked rates, capacity, and quality ratings.

Contracts and commercial negotiation

• Negotiate and structure agreements with Legal: MSAs, SOWs, work-for-hire, milestone-based payments, etc.
• Protect our IP through clear ownership and assignment clauses, NDAs, credit terms, and third-party asset and licensing rules.
• Tie payments to milestone acceptance criteria and define penalties, rework terms, and termination rights.
• Manage procurement of software and tools.
• Maintain a contract repository and track key dates, obligations, and renewals.

Vendor management and delivery

• Onboard vendors, covering pipelines, tools, communication channels, and style guides, together with production teams.
• Track milestone delivery, quality, and budget, and work with Producers to resolve slippage or quality problems early.
• Run regular vendor reviews with KPIs such as on-time delivery, first-pass acceptance rate, defect rate, and responsiveness.
• Handle escalations, disputes, and vendor transitions with minimal disruption to the production schedule.

Risk, security, and compliance

• Assess vendor risk: financial stability, key-person dependency, capacity, geopolitical exposure, and sanctions or regional restrictions.
• Enforce information security standards for unreleased builds, source code, and assets (access control, secure transfer, audits).
• Ensure compliance with data protection (GDPR), anti-corruption, labor and contractor regulations.
• Build contingency plans and backup vendors for critical dependencies.

Budgeting and reporting

• Work with Finance and Producers on outsourcing budgets, forecasts, and cost tracking per title.
• Analyze spend, rate trends, and savings, and report to leadership.
• Improve procurement processes, approval workflows, and vendor data management. 

Qualifications

• 5+ years in procurement, vendor management, or outsourcing management, with at least 3 years in the games industry or a closely related creative or digital industry.
• Hands-on experience managing external development, art, QA, or localization vendors on shipped titles.
• Strong negotiation skills and a solid grasp of contracts, SOWs, IP ownership, and milestone-based payment models.
• Understanding of game production pipelines and milestone structures.
• Analytical skills and comfort with budgets, rate cards, and spend reporting.
• Excellent communication and stakeholder management across cultures and time zones.
• Fluent English and Polish.

Key Competencies

• Commercial thinking balanced with respect for creative quality.
• Negotiation and relationship building.
• Risk awareness and attention to contractual detail.
• Organization under tight, shifting production schedules.
• Collaboration with creative and technical teams.

Additional Information

What we offer:

• A wide array of benefits: private medical care, life insurance, pro-health campaigns, gifts for different occasions.
• An outstanding work atmosphere in a highly-skilled team of professionals, with flexible working hours, no dress code, and full support of the dedicated HR Business Partner.
• A constant stream of company newsletters, PR & project updates so you will always be in the know.
• Many opportunities for personal development: a dedicated development budget for each employee, extra two paid days for training and CSR, stable career paths, extensive internal and external training, and financing of English and Polish language classes.
• State-of-the-art offices filled with chillout zones, a fully equipped kitchen, a gym (Wrocław office), and a free car park (Warsaw limited amount of space).