IT Procurement Specialist

Deskripsi pekerjaan

Sourcing & Competitive Bidding

• Receive approved purchase requests from the Manager/Team Lead and translate them into clear RFQ/tender documents with accurate technical specifications
• Source and shortlist qualified vendors; obtain a minimum of 3 vendor quotes for every purchase above the defined threshold
• Build objective bid comparison sheets (price, spec compliance, lead time, warranty, payment terms) and present a recommendation to the Manager
• Document business justification for any single-source request and route it to the Manager for sign-off before committing
• Negotiate pricing, delivery timelines, and terms within the mandate set by the Manager

Purchase Order & Transaction Execution

• Raise purchase orders accurately against approved budget lines after the Manager's approval
• Track every open PO from issue → delivery → invoice → payment documentation; ensure nothing stalls
• Prepare complete payment packages for the Manager / Finance: PO, contract, signed delivery confirmation, invoice, and warranty
• Keep all procurement records audit-ready at all times

Delivery Verification & Asset Management

• Verify that delivered goods/services match the PO in specification, quantity, and quality before recommending payment release
• Conduct or coordinate physical inspection of hardware and installed systems — including on-site checks at taxi depots
• Maintain the IT asset register: every device, its location (office/depot), assignee, warranty status, and maintenance schedule
• Maintain the depot technology asset register in coordination with Depot Managers

Contract, License & Software Management

• Maintain a complete register of vendor contracts and SaaS/software subscriptions with renewal dates, costs, license counts, and business justification
• Provide advance renewal reminders to the Manager so renewals are reviewed, not auto-renewed by default
• Track warranties and ensure faulty in-warranty items are replaced/repaired at no extra cost

Procurement Integrity & Fraud Prevention (Critical Accountability)

• Enforce the mandatory competitive bidding process for all purchases above threshold
• Maintain the declared vendor relationship register; surface any disclosed (or suspected) conflict of interest to the Manager
• Conduct periodic market price benchmarking for common items and flag quotes that deviate from market Uphold separation of duties: the requester, approver, and delivery-verifier must be different people — never bypass this
• Support random audits of delivered goods against POs Report any suspected irregularity to the Manager without delay and preserve all supporting records

Reporting & Coordination

• Produce a monthly procurement spend report for the Manager: actual vs. budget, open commitments, pending deliveries, and forecast
• Keep procurement data structured and SAP-ready for finance integration
• Coordinate with Finance on PO–invoice matching and payment scheduling
• Coordinate with Operations and Depot Managers to time deliveries/installations with minimal disruption

Tanggung jawab

Sourcing & Competitive Bidding

• Receive approved purchase requests from the Manager/Team Lead and translate them into clear RFQ/tender documents with accurate technical specifications
• Source and shortlist qualified vendors; obtain a minimum of 3 vendor quotes for every purchase above the defined threshold
• Build objective bid comparison sheets (price, spec compliance, lead time, warranty, payment terms) and present a recommendation to the Manager
• Document business justification for any single-source request and route it to the Manager for sign-off before committing
• Negotiate pricing, delivery timelines, and terms within the mandate set by the Manager

Purchase Order & Transaction Execution

• Raise purchase orders accurately against approved budget lines after the Manager's approval
• Track every open PO from issue → delivery → invoice → payment documentation; ensure nothing stalls
• Prepare complete payment packages for the Manager / Finance: PO, contract, signed delivery confirmation, invoice, and warranty
• Keep all procurement records audit-ready at all times

Delivery Verification & Asset Management

• Verify that delivered goods/services match the PO in specification, quantity, and quality before recommending payment release
• Conduct or coordinate physical inspection of hardware and installed systems — including on-site checks at taxi depots
• Maintain the IT asset register: every device, its location (office/depot), assignee, warranty status, and maintenance schedule
• Maintain the depot technology asset register in coordination with Depot Managers

Contract, License & Software Management

• Maintain a complete register of vendor contracts and SaaS/software subscriptions with renewal dates, costs, license counts, and business justification
• Provide advance renewal reminders to the Manager so renewals are reviewed, not auto-renewed by default
• Track warranties and ensure faulty in-warranty items are replaced/repaired at no extra cost

Procurement Integrity & Fraud Prevention (Critical Accountability)

• Enforce the mandatory competitive bidding process for all purchases above threshold
• Maintain the declared vendor relationship register; surface any disclosed (or suspected) conflict of interest to the Manager
• Conduct periodic market price benchmarking for common items and flag quotes that deviate from market Uphold separation of duties: the requester, approver, and delivery-verifier must be different people — never bypass this
• Support random audits of delivered goods against POs Report any suspected irregularity to the Manager without delay and preserve all supporting records

Reporting & Coordination

• Produce a monthly procurement spend report for the Manager: actual vs. budget, open commitments, pending deliveries, and forecast
• Keep procurement data structured and SAP-ready for finance integration
• Coordinate with Finance on PO–invoice matching and payment scheduling
• Coordinate with Operations and Depot Managers to time deliveries/installations with minimal disruption

Kualifikasi

Education & Qualifications

• Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Information Technology, Accounting, or a related field
• CIPS (Chartered Institute of Procurement & Supply) certification, or equivalent procurement training, is a strong plus
• Working familiarity with IT hardware/software categories (computers, networking, CCTV, SaaS licensing) is required even if the degree is non-technical

Work Experience

• Minimum 2–4 years in procurement, purchasing, or vendor management — ideally including IT/technology categories
• Hands-on experience running an end-to-end purchasing cycle: requisition → RFQ/bidding → PO → delivery verification → payment documentation
• Experience comparing vendor quotes and negotiating price/terms Experience maintaining asset registers, contracts, and warranty records
• Experience working with a Finance team on PO–invoice matching and payment processing
• Experience in a multi-site environment (offices, depots, branches) is an advantage
• Exposure to ERP/procurement systems (SAP, Oracle, or similar) is highly valued — GSM IDN procurement data must be kept SAP-ready

Technical & Functional Knowledge

• Procurement process: writing RFQ/tender documents from technical specs, running competitive bidding, building bid comparison sheets
• IT category knowledge: enough understanding of laptops, desktops, network equipment, CCTV, cabling, peripherals, and software licensing to validate that a vendor quote matches the requested specification
• Price benchmarking: ability to research and maintain reference market prices for commonly procured items to detect inflated quotes
• Contract basics: reading SLAs, warranty terms, renewal dates, and payment terms; flagging unfavourable clauses to the Manager
• Documentation: maintaining purchase orders, contracts, delivery notes, warranties, and payment records in an audit-ready structure
• Spreadsheets / ERP: strong Excel/Google Sheets (lookups, pivot tables); data-entry discipline for ERP/SAP-bound records
• Software inventory: tracking SaaS subscriptions, license counts, renewal dates, and business justification