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 related commercial procurement.
• Strong commercial negotiation, contract management, and vendor management skills.
• Strong 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, communication, multitasking, and prioritisation skills.
• CPSM or CITPP certifications are listed as examples of relevant certifications.

Role expectations

• Independently manage day-to-day IT procurement across stakeholders and locations, with limited supervision.
• Global IT procurement, international vendor, or multi-country operations experience is expected.
• Coordinate competing priorities, deadlines, renewals, and procurement requirements.

Sourcing and supplier management

• Identify and consolidate IT requirements, including forward planning for new joiners, replacements, and growth.
• Source and evaluate suppliers for hardware, software, SaaS, cloud, telecommunications, and other IT services.
• Negotiate pricing, commercial terms, warranties, support, payment terms, and contracts to achieve value and reduce total cost of ownership.
• Build supplier relationships and monitor performance against contractual obligations and service level agreements.
• Coordinate supplier onboarding, due diligence, vendor information, contract terms, renewals, and termination provisions.

Governance, budgets, and reporting

• Ensure procurement follows company policies, approval authorities, information security requirements, and applicable standards.
• Maintain audit-ready procurement records, including quotations, approvals, purchase orders, contracts, supplier agreements, warranties, and renewal dates.
• Prepare and manage budgets, forecasts, committed spend, and actual expenditure with IT, Operations, and Finance.
• Track spend and savings, procurement turnaround times, vendor performance, contract renewals, purchase order compliance, and licence utilisation.
• Report upcoming renewals, committed spend, budget variance, procurement risks, and cost-saving opportunities.

Licences, assets, and purchasing

• Maintain central records of software licences, SaaS subscriptions, support agreements, ownership, cost, terms, utilisation, and renewal dates.
• Coordinate renewals and optimise licence allocation by identifying unused, duplicate, or underused subscriptions.
• Coordinate assets through request, approval, purchase, delivery, registration, allocation, replacement, reallocation, and disposal.
• Work with IT on stock levels, standard hardware, warranty records, and requirements for new starters and growth.
• Raise and track purchase orders and receipts in ERP or procurement systems; validate invoices and coordinate discrepancy resolution and payment with Finance.

Competencies

• Apply practical knowledge of IT hardware, software, licensing, SaaS, procurement systems, and commercial terms.
• Build relationships with IT, Finance, Operations, stakeholders, and suppliers; communicate clearly and collaborate effectively.
• Plan procurement, renewals, deliveries, budgets, and asset needs against timelines, lead times, business priorities, and operational risk.
• Analyse proposals, commercial risks, and operational issues and recommend evidence-based solutions.
• Maintain awareness of technology procurement trends, licensing models, supplier markets, and commercial benchmarks.