Procurement Specialist

The Procurement Specialist ensures the continuity of supply for IT purchases across North America, UK & India regions. Responsibilities include managing IT purchases, providing procurement updates, leading vendor partnerships, monitoring contract budgets, reconciling invoices, maintaining procurement records, managing vendor relationships, negotiating terms and conditions, and drafting contract documents. Additionally, the role involves general facility management, including handling housekeeping staff, asset management, coordinating with building management systems (BMS), and preparing monthly reports. The role involves working from 5:00 PM to 2:00 AM IST, Monday to Friday. The job description also includes responsibilities related to information security, such as promoting security practices, identifying and reporting risks, and ensuring data privacy compliance. The company is focused on promoting an inclusive environment and is an equal opportunity employer.

Must Have

• Manage IT purchases for North America, UK, and India.
• Provide timely updates to management on procurement issues.
• Lead the procurement of strategic vendor partners.
• Monitor and report contract budget and expenditures.
• Reconcile invoices.
• Maintain procurement records and generate reports.
• Manage vendor relationships.
• Negotiate terms and conditions.

Good to Have

• BA/BS in Computer Science or equivalent experience.
• Intermediate knowledge of IT systems and equipment.
• Proficient in MS Office suite (365).
• Ability to work flexibly to meet deadlines.
• Proven track record in strategic purchasing plans.
• Good communication skills, both verbal and written.
• Strong time management and organizational skills.

Information Security Responsibilities

• Promote and enforce awareness of key information security practices, including acceptable use of information assets, malware protection, and password security protocols
• Identify, assess, and report security risks, focusing on how these risks impact the confidentiality, integrity, and availability of information assets
• Understand and evaluate how data is stored, processed, or transmitted, ensuring compliance with data privacy and protection standards (GDPR, CCPA, etc.)
• Ensure data protection measures are integrated throughout the information lifecycle to safeguard sensitive information

Role and Responsibilities

• The Procurement Specialist primary function is to ensure continuity of supply (Hardware\Software\SAAS) through managing IT purchases For North America, UK & India regions.


Procurement


• Provide timely updates to management on procurement issues
• Lead the procurement of strategic vendor partners, supporting the development, negotiation, and execution of resulting vendor contract(s)
• Monitor and report contract budget and expenditures
• Responsible for all invoice reconciliation activities and maintains direct line of communication with Finance and other relevant departments as required.
• Maintain and update procurement records and generate reports on procurement and contract activity to meet organizational compliance requirements and provide access to procurement information
• Vendor Management - Initiating and maintaining vendor relationships, ensuring efficiency and cost effectiveness
• Ensures that vendors meet or exceed established Service Level Agreements and works with vendors to resolve issues.
• Negotiate terms and conditions and pricing for purchases. Draft and negotiate contract documents including but not limited to master agreements, license agreements, Statements of Work, Order Forms, NDAs, etc.


General Facility Management
• Effectively Handle Housekeeping staff & activities and implement 5S office location.
• Asset Management- Maintain Asset report and conduct quarterly audit and submit.
• Coordinating with BMS for day-to-day maintenance activity, verification and submission of administration and supplier bills for payment
• Participation in Internal/External Audits relating to Admin/Facilities functions.
• Monthly reports – maintain monthly reports related to admin function for Gurgaon and Chennai.

Preferred Qualifications

• BA/BS in Computer Science and or equivalent experience
• 2+ years’ experience focusing on technology procurement, commercial negotiation and end to end sourcing.
• Intermediate knowledge of IT systems and equipment
• Proficient in the use of MS Office product suite (365)
• Ability to work flexibly to meet demanding deadlines
• Proven track record in developing and executing strategic plans cantered around purchasing
• Good communication skills, both verbal and written
• Strong time management and organizational skills with the ability to manage multiple tasks and changing priorities