IT Procurement Specialist

Job Purpose

The Procurement Specialist is responsible for managing the end-to-end procurement activities related to IT products and services, including hardware, software and IT services. This role involves sourcing suppliers, negotiating contracts, and ensuring timely delivery of goods and services, while adhering to the company's budget and quality requirements. The IT Procurement Specialist will collaborate with various internal stakeholders to streamline procurement processes, maintain supplier relationships, and drive cost savings initiatives. The successful candidate will possess excellent communication and negotiation skills, strong analytical abilities, and a solid understanding of procurement principles.

Functional Accountabilities

• Develop and implement sourcing strategies for IT products and services, including hardware, software, and IT services.
• Analyze market trends and supplier capabilities to recommend sourcing strategies and opportunities.
• Collaborate with internal stakeholders to assess procurement needs and develop procurement plans to meet those needs.
• Ensure compliance with relevant laws, regulations, and company policies in all procurement activities.
• Identify and select suppliers based on criteria such as price, quality, reliability, and delivery speed.
• Conduct supplier evaluations, including performance reviews and audits, to assess their ability to meet contractual obligations.
• Negotiate favourable terms and conditions with suppliers to optimize cost savings and ensure high-quality goods or services.
• Establish and maintain strong relationships with key vendors to ensure high-quality service and competitive pricing.
• Coordinate and manage the procurement process from requisition to payment, ensuring timely delivery of goods or services.
• Create and issue purchase orders, contracts, and other relevant procurement documents.
• Develop pre-bid, RFP/ RFQ, bid, and comparative analysis templates
• Monitor supplier performance, resolve any issues or disputes, and manage ongoing supplier relationships.
• Set KPI, and service levels, along with specific functions
• Collaborate with internal stakeholders to ensure specifications and requirements are clearly communicated to suppliers.
• Identify opportunities for cost savings and implement strategies to optimize procurement processes.
• Analyze procurement data and generate reports to track spending, identify trends, and propose cost reduction initiatives.
• Implement inventory management practices to minimize carrying costs and maximize efficiency.
• Conduct periodic audits of procurement activities to ensure compliance and identify areas for improvement.
• Review and negotiate contracts, terms, and conditions with suppliers to protect the company's interests.
• Collaborate with legal and finance departments to ensure contract compliance and mitigate risks.
• Monitor contract expiration dates and initiate renewal or termination processes as necessary.
• Maintain accurate records of contracts, amendments, and related documents.

Qualifications, Experience, & Skills

• Bachelor's degree in business administration, IT, supply chain management, finance, or a related field.
• CIPS qualification is preferred.
• 5 years of proven experience working in procurement.
• Strong understanding of procurement principles, practices, and procedures.
• Strong understanding of IT products, services, and technologies.
• Proficiency in procurement software and tools – SAP, Ariba.
• Knowledge of relevant laws and regulations governing procurement activities.
• Excellent negotiation, communication, and interpersonal skills.
• Analytical mindset with the ability to analyze data, identify trends, and make data-driven decisions.
• Proficiency in using procurement software and tools.
• Strong organizational and time management abilities to manage multiple tasks and meet deadlines.
• Attention to detail and a commitment to accuracy in all aspects of work.
• Ability to work independently as well as collaboratively within a team.
• Problem-solving skills and the ability to resolve conflicts or issues with suppliers.