IT Procurement Specialist

Job purpose

Qualifications and experience

• Bachelor’s degree in IT, Business Administration, Supply Chain, or a related field.
• Proven experience in IT procurement, technology sourcing, supply chain management, or a related commercial procurement role.
• Strong commercial negotiation, contract management, and vendor management skills.
• Knowledge of IT hardware, software, SaaS, cloud services, licensing, and subscription models.
• Experience with procurement software, ERP systems, purchase order workflows, and asset or licence registers.
• Excellent analytical, organisational, and communication skills; ability to multitask and prioritize in a fast-paced environment.
• CPSM or CITPP certifications are listed as qualifications.

General expectations

• Independently manage day-to-day IT procurement activities across multiple stakeholders and locations.
• Manage competing priorities, deadlines, and renewals with limited supervision.
• Experience in global IT procurement or working with international vendors and multi-country operations.

Procurement and supplier management

• Identify and consolidate IT requirements with stakeholders, including planning for new joiners, replacements, and business growth.
• Source and evaluate vendors for hardware, software, SaaS, cloud, telecommunications, and other IT services; use quotations or tenders as appropriate.
• Negotiate pricing, terms, warranties, support arrangements, payment terms, and contracts to achieve value and reduce total cost of ownership.
• Build supplier relationships and monitor performance against contracts and SLAs.
• Ensure compliance with procurement policies, approval authorities, information security requirements, and organisational standards; maintain procurement records.

Budget, technology, and stakeholder support

• Prepare budgets and forecasts and manage committed and actual spending with IT, Operations, and Finance.
• Track expenditure and achieve savings through negotiation, supplier consolidation, licence optimisation, alternative sourcing, and demand management.
• Monitor technology and market trends and recommend solutions to improve IT operations and reduce costs.
• Align purchases with technology standards, security requirements, hardware specifications, and operational priorities; advise stakeholders on procurement processes.

Licences, assets, and purchasing

• Maintain licence, subscription, support agreement, and renewal registers; coordinate renewals and optimise licence allocation.
• Coordinate IT assets from request and approval through purchasing, delivery, registration, allocation, replacement, reallocation, and disposal.
• Work with IT on stock levels, standard hardware, warranties, and forward requirements.
• Raise and track purchase orders and receipts; validate supplier invoices against approvals and contracts and resolve discrepancies with Finance.

Supplier governance and reporting

• Coordinate supplier onboarding and due diligence; maintain supplier information and monitor contracts, SLAs, warranties, renewals, termination provisions, and performance.
• Escalate material risks and coordinate with Legal, Finance, or IT where needed.
• Report spend, savings, procurement turnaround, vendor performance, renewals, PO compliance, licence use, budget variance, risks, and savings opportunities.

Competencies and professional skills

• Independently coordinates procurement work and supplier relationships, takes ownership, and escalates commercial, operational, or compliance risks.
• Communicates and collaborates effectively with stakeholders and suppliers; contributes to meetings and team discussions.
• Applies practical knowledge of IT hardware, software, licensing, SaaS, procurement systems, commercial terms, and analysis.
• Contributes ideas and solutions, builds stakeholder relationships, and supports forward procurement, renewal, and budget planning.
• Plans renewals, deliveries, and asset needs against timelines; maintains trackers and manages dependencies and competing priorities.
• Uses knowledge of procurement trends, licensing models, supplier markets, and commercial benchmarks to improve outcomes.
• Owns day-to-day procurement delivery from approved request through sourcing, purchase order, delivery, receipt, and record completion.
• Analyses requirements, proposals, risks, and operational issues to recommend practical evidence-based solutions; maintains audit-ready records and compliance controls.