Information Technology Procurement coordinator

We Are Hiring

Designation: IT Procurement Coordinator / IT Commercial Lead

Experience

5 to 10 years of relevant experience in procurement, vendor management, or commercial operations

Prior experience within an IT department, IT services company, or enterprise procurement environment preferred

Experience managing IT procurement processes such as RFI, RFQ, RFP, vendor evaluation, and contract management

Exposure to enterprise or government procurement processes will be an added advantage

Education

Bachelors degree in Business Administration, Commerce, Supply Chain Management, or a related field

Additional certifications or training in procurement, supply chain, or contract management will be an added advantage

Role Summary

The IT Procurement Coordinator / IT Commercial Lead is responsible for managing and coordinating all non-technical, commercial, and administrative activities within the IT department. The role oversees the complete IT procurement lifecycle including RFIs, RFQs, RFPs, vendor selection, contract management, purchase orders, invoicing, and payment coordination. The position ensures compliance with procurement policies, effective vendor management, and cost optimization while supporting budgeting, documentation, and audit requirements.

Roles and Responsibilities

Procurement Management

Manage the complete IT procurement lifecycle from requirement gathering to purchase order closure

Prepare and issue procurement documents including RFI, RFQ, RFP, bid evaluation sheets, and comparative statements

Coordinate with internal stakeholders to define procurement requirements and technical specifications

Maintain centralized trackers for active and upcoming procurements with status visibility

Contract & Agreement Management

Draft, review, and negotiate vendor contracts, master service agreements (MSAs), NDAs, SLAs, and amendments

Ensure contracts comply with organizational legal and commercial policies

Maintain a contract repository with renewal alerts, expiry dates, and key contractual terms

Vendor Management

Build and maintain relationships with IT vendors, OEMs, distributors, and service providers

Conduct periodic vendor performance reviews and manage escalations

Maintain an approved vendor list and onboard new vendors as required

Financial Coordination

Track and process vendor invoices ensuring three-way matching (PO, GRN, Invoice)

Coordinate with the finance team for timely vendor payments

Monitor procurement spend against approved budgets and report variances

Support IT budgeting activities using historical spend data and market benchmarking

Compliance & Documentation

Ensure all procurement activities comply with internal policies, audit requirements, and regulatory guidelines

Maintain audit-ready documentation for all procurement transactions

Develop and standardize procurement SOPs, templates, and checklists

Required Skills and Competencies

Strong understanding of the IT procurement lifecycle including RFI, RFQ, RFP, purchase orders, contracts, and vendor agreements

Knowledge of procurement policies, compliance frameworks, and approval workflows

Experience drafting and negotiating commercial terms, SLAs, NDAs, and master service agreements

Familiarity with IT licensing models such as SaaS subscriptions, perpetual licenses, and volume licensing

Understanding of invoice processing, payment tracking, and budget reconciliation

Experience managing vendors, conducting evaluations, comparisons, renewals, and performance reviews

Ability to coordinate with finance, legal, IT operations, and leadership teams

Understanding of IT budgeting, cost centers, and Capex vs. Opex classification

Knowledge of TCO (Total Cost of Ownership) and ROI analysis for IT investments

Strong documentation and contract tracking capabilities

Proficiency with ERP or procurement tools such as SAP, Oracle, ServiceNow, or similar platforms

Advanced Microsoft Excel and spreadsheet skills for reporting and analysis

Personal Attributes

Strong organizational and multitasking abilities

Excellent communication and negotiation skills

High attention to detail and compliance orientation

Problem-solving mindset for resolving procurement, vendor, or payment issues

Ability to manage multiple procurement activities with competing deadlines

Working Conditions

Office-based role with close coordination across IT, finance, legal, and vendor teams

Requires handling multiple procurement cycles simultaneously in a fast-paced environment

Periodic coordination with vendors and internal stakeholders for procurement and contract management activities