Sr. Executive / Assistant Manager – IT Procurement

Job description

Role Overview The Sr. Executive / Assistant Manager – IT Procurement will be responsible for managing end-to-end procurement activities for IT Hardware, Software Applications, IT Infrastructure, and related technology products/services. The role will involve sourcing, vendor identification, RFQ/RFP management, commercial evaluation, negotiations, purchase order processing, contract coordination, and vendor performance management. The position will work closely with IT, Information Security, Finance, Legal, Business, and other internal stakeholders to ensure timely procurement of technology solutions at competitive commercial terms while maintaining compliance with procurement policies, approval workflows, contractual requirements, and audit standards. Key Responsibilities 1. IT Hardware Procurement  Manage end-to-end procurement of IT hardware and peripherals such as laptops, desktops, servers, storage, networking equipment, printers, monitors, accessories, and other IT devices.  Understand technical requirements and specifications received from IT/Business teams and translate them into appropriate procurement requirements.  Identify, evaluate, onboard and manage suitable OEMs, distributors, system integrators and authorized channel partners.  Float RFQs/RFPs, obtain competitive quotations, prepare comparative statements and conduct commercial evaluations.  Negotiate pricing, payment terms, warranty, AMC, delivery timelines, replacement terms and other commercial conditions.  Benchmark market prices and identify cost optimization opportunities.  Coordinate with IT and vendors for product availability, delivery, installation, commissioning and warranty support.  Track hardware procurement spend and maintain relevant procurement records. 2. Software & Application Procurement  Manage procurement and renewal of SaaS, software licenses, enterprise applications, cloud-based applications, productivity tools, security software, and other IT solutions.  Coordinate with IT, Information Security, Legal, Finance, and Business stakeholders for technical, commercial, security, and contractual evaluation.  Manage new software procurement, subscription renewals, upgrades, license expansions, and downgrades.  Evaluate different licensing models including subscription, perpetual, user- based, consumption-based, enterprise, and volume licensing.  Negotiate software pricing, license quantities, renewal terms, payment milestones, price protection, escalation clauses, and other commercial terms.  Track software contracts, license validity, renewal dates, committed quantities, and subscription obligations to avoid business disruption and unnecessary costs.  Support optimization of software licenses through utilization analysis, consolidation, and vendor negotiations.  Coordinate with Legal for review and execution of software agreements, MSAs, SaaS agreements, Order Forms, and other contractual documents. 3. Strategic Sourcing & Vendor Management  Identify and develop new IT vendors, OEMs, distributors, and technology partners.  Conduct vendor benchmarking and market intelligence exercises to ensure competitive sourcing.  Develop alternate sources for critical IT hardware and software categories to reduce dependency and supply risk.  Maintain vendor database, commercial history, contracts, and performance records.  Monitor vendor performance against agreed pricing, SLA, delivery, quality, warranty, and service commitments.  Resolve commercial and operational issues with vendors in coordination with internal stakeholders.  Support vendor performance reviews and periodic business reviews for strategic suppliers. 4. Commercial Evaluation & Negotiation  Prepare detailed commercial comparative statements (CS) and vendor evaluation reports.  Analyze total cost of ownership (TCO), including product cost, licensing, implementation, support, AMC, renewal, logistics, taxes, and other applicable costs.  Conduct commercial negotiations to achieve optimum pricing and contractual terms.  Benchmark vendor proposals against historical prices, market prices, alternate suppliers, and applicable OEM/channel pricing.  Negotiate favorable payment terms, price validity, warranty, service levels, credit terms, price protection, and termination/renewal conditions.  Identify opportunities for annual savings, volume discounts, bundling, and long-term commercial arrangements. 5. Procurement Operations – PR to PO  Manage the complete PR-to-PO procurement cycle for assigned IT categories.  Validate procurement requirements, specifications, quantities, budgets, and supporting documents.  Coordinate with stakeholders for timely PR creation, approvals, RFQ, commercial evaluation, and PO release.  Ensure POs are released with accurate commercial, technical, delivery, warranty, and contractual terms.  Coordinate with Finance for invoice and payment-related issues.  Maintain accurate procurement documentation and ensure transaction records are audit-ready. 6. Contract & Compliance Management  Coordinate with Legal, Finance, Information Security and Compliance teams for vendor agreement reviews.  Ensure appropriate contractual provisions covering confidentiality, data protection, information security, SLA, warranty, liability, termination, audit rights, and business continuity, as applicable.  Track contract expiry, renewal, notice periods, price escalation clauses, and other key contractual milestones.  Ensure procurement activities are conducted in accordance with company procurement policies, approval matrices, and internal controls.  Support internal and external audits by maintaining complete procurement documentation. 7. Cost Optimization & Procurement Analytics  Track IT procurement spend and identify opportunities for cost reduction and value creation.  Analyze historical pricing, vendor-wise spend, category-wise spend, and renewal trends.  Develop procurement dashboards and MIS reports for management review.  Support annual budgeting and forecasting for IT procurement categories.  Identify opportunities for consolidation of vendors, licenses, and purchase volumes.  Monitor savings achieved through negotiations, benchmarking, alternate sourcing, and contract optimization. Skills & Competencies  5–7 years of relevant procurement experience, preferably with exposure to IT Hardware and Software procurement.  Experience in a technology-driven organization, fintech, BFSI, e-commerce, telecom, or similar industry will be preferred.  Strong understanding of IT Hardware and Software procurement.  Good knowledge of IT product categories, software licensing, SaaS models and technology procurement processes.  Strong commercial negotiation and vendor management skills.  Good analytical and cost-comparison capabilities.  Ability to evaluate TCO and commercial proposals.  Good understanding of contracts, commercial terms, SLAs, warranties and licensing agreements.  Strong stakeholder management and communication skills.  Good working knowledge of MS Excel, PowerPoint and Word.  Experience with ERP/Procurement tools and PR-to-PO workflows.  Strong attention to detail and documentation discipline.  Ability to manage multiple procurement projects and renewals simultaneously.  Result-oriented approach with focus on cost optimization, compliance, and timely delivery. Preferred Candidate Profile The ideal candidate should be a commercially strong IT procurement professional who can independently manage procurement assignments from requirement understanding through sourcing, negotiation, PO/contract execution, and vendor performance monitoring. The candidate should be comfortable working with both technical stakeholders and senior business stakeholders and should have a strong focus on cost optimization, process compliance, and risk management. Role OverviewThe Sr. Executive / Assistant Manager – IT Procurement will be responsible formanaging end-to-end procurement activities for IT Hardware, SoftwareApplications, IT Infrastructure, and related technology products/services. Therole will involve sourcing, vendor identification, RFQ/RFP management, commercialevaluation, negotiations, purchase order processing, contract coordination, andvendor performance management.The position will work closely with IT, Information Security, Finance, Legal,Business, and other internal stakeholders to ensure timely procurement oftechnology solutions at competitive commercial terms while maintaining compliancewith procurement policies, approval workflows, contractual requirements, and auditstandards.Key Responsibilities1. IT Hardware Procurement Manage end-to-end procurement of IT hardware and peripherals such aslaptops, desktops, servers, storage, networking equipment, printers, monitors,accessories, and other IT devices. Understand technical requirements and specifications received fromIT/Business teams and translate them into appropriate procurementrequirements. Identify, evaluate, onboard and manage suitable OEMs, distributors, systemintegrators and authorized channel partners. Float RFQs/RFPs, obtain competitive quotations, prepare comparativestatements and conduct commercial evaluations. Negotiate pricing, payment terms, warranty, AMC, delivery timelines,replacement terms and other commercial conditions. Benchmark market prices and identify cost optimization opportunities. Coordinate with IT and vendors for product availability, delivery, installation,commissioning and warranty support. Track hardware procurement spend and maintain relevant procurementrecords.2. Software & Application Procurement Manage procurement and renewal of SaaS, software licenses, enterpriseapplications, cloud-based applications, productivity tools, securitysoftware, and other IT solutions. Coordinate with IT, Information Security, Legal, Finance, and Businessstakeholders for technical, commercial, security, and contractual evaluation. Manage new software procurement, subscription renewals, upgrades, licenseexpansions, and downgrades. Evaluate different licensing models including subscription, perpetual, user-based, consumption-based, enterprise, and volume licensing. Negotiate software pricing, license quantities, renewal terms, paymentmilestones, price protection, escalation clauses, and other commercial terms. Track software contracts, license validity, renewal dates, committed quantities,and subscription obligations to avoid business disruption and unnecessarycosts. Support optimization of software licenses through utilization analysis,consolidation, and vendor negotiations. Coordinate with Legal for review and execution of software agreements,MSAs, SaaS agreements, Order Forms, and other contractual documents.3. Strategic Sourcing & Vendor Management Identify and develop new IT vendors, OEMs, distributors, and technologypartners. Conduct vendor benchmarking and market intelligence exercises to ensurecompetitive sourcing. Develop alternate sources for critical IT hardware and software categories toreduce dependency and supply risk. Maintain vendor database, commercial history, contracts, and performancerecords. Monitor vendor performance against agreed pricing, SLA, delivery, quality,warranty, and service commitments. Resolve commercial and operational issues with vendors in coordination withinternal stakeholders. Support vendor performance reviews and periodic business reviews forstrategic suppliers.4. Commercial Evaluation & Negotiation Prepare detailed commercial comparative statements (CS) and vendorevaluation reports. Analyze total cost of ownership (TCO), including product cost, licensing,implementation, support, AMC, renewal, logistics, taxes, and other applicablecosts. Conduct commercial negotiations to achieve optimum pricing and contractualterms. Benchmark vendor proposals against historical prices, market prices,alternate suppliers, and applicable OEM/channel pricing. Negotiate favorable payment terms, price validity, warranty, service levels,credit terms, price protection, and termination/renewal conditions. Identify opportunities for annual savings, volume discounts, bundling, andlong-term commercial arrangements.5. Procurement Operations – PR to PO Manage the complete PR-to-PO procurement cycle for assigned ITcategories. Validate procurement requirements, specifications, quantities, budgets, andsupporting documents. Coordinate with stakeholders for timely PR creation, approvals, RFQ,commercial evaluation, and PO release. Ensure POs are released with accurate commercial, technical, delivery,warranty, and contractual terms. Coordinate with Finance for invoice and payment-related issues. Maintain accurate procurement documentation and ensure transactionrecords are audit-ready.6. Contract & Compliance Management Coordinate with Legal, Finance, Information Security and Compliance teamsfor vendor agreement reviews. Ensure appropriate contractual provisions covering confidentiality, dataprotection, information security, SLA, warranty, liability, termination, auditrights, and business continuity, as applicable. Track contract expiry, renewal, notice periods, price escalation clauses, andother key contractual milestones. Ensure procurement activities are conducted in accordance with companyprocurement policies, approval matrices, and internal controls. Support internal and external audits by maintaining complete procurementdocumentation.7. Cost Optimization & Procurement Analytics Track IT procurement spend and identify opportunities for cost reduction andvalue creation. Analyze historical pricing, vendor-wise spend, category-wise spend, andrenewal trends. Develop procurement dashboards and MIS reports for management review. Support annual budgeting and forecasting for IT procurement categories. Identify opportunities for consolidation of vendors, licenses, and purchasevolumes. Monitor savings achieved through negotiations, benchmarking, alternatesourcing, and contract optimization.Skills & Competencies 5–7 years of relevant procurement experience, preferably with exposure toIT Hardware and Software procurement. Experience in a technology-driven organization, fintech, BFSI, e-commerce,telecom, or similar industry will be preferred. Strong understanding of IT Hardware and Software procurement. Good knowledge of IT product categories, software licensing, SaaS modelsand technology procurement processes. Strong commercial negotiation and vendor management skills. Good analytical and cost-comparison capabilities. Ability to evaluate TCO and commercial proposals. Good understanding of contracts, commercial terms, SLAs, warranties andlicensing agreements. Strong stakeholder management and communication skills. Good working knowledge of MS Excel, PowerPoint and Word. Experience with ERP/Procurement tools and PR-to-PO workflows. Strong attention to detail and documentation discipline. Ability to manage multiple procurement projects and renewals simultaneously. Result-oriented approach with focus on cost optimization, compliance, andtimely delivery.Preferred Candidate ProfileThe ideal candidate should be a commercially strong IT procurementprofessional who can independently manage procurement assignments fromrequirement understanding through sourcing, negotiation, PO/contract execution,and vendor performance monitoring. The candidate should be comfortable workingwith both technical stakeholders and senior business stakeholders and shouldhave a strong focus on cost optimization, process compliance, and riskmanagement.