IT Operations and Procurement Specialist

Role Title: IT Operations and Procurement Specialist
Reporting To: IT Manager
Location: Vadodara Corporate Office

Key Responsibilities:

1. IT Procurement and Financial Coordination:

• Manage all aspects of IT procurement, including hardware, software, and services.

• Handle purchasing processes such as obtaining competitive quotes and preparing CAPEX and OPEX requests.

• Timely Procurement: Ensure timely procurement of IT assets to support business operations.

• Follow-up with finance and relevant stakeholders to ensure timely approvals and processing.

• Collaborate with the Supply Chain Management (SCM) team for the timely delivery of IT purchases.

• Convert approved CAPEX requests into Item/PR/PO processes.

• PR/PO/Contract Renewals/ Approvals/ Follow Ups: Ensure smooth handling of PR/PO processes, contract renewals, and follow-ups with vendors for

approvals and timely deliveries.

2. Vendor and Contract Management:

• Liaison with vendors to handle procurement, service-level agreements, and issue resolution.

• Vendor Management/Relationship (Service): Develop and maintain strong relationships with vendors to ensure service excellence and long-term

collaboration.

• Oversee the renewal of contracts for network links, FMS/AMC services, hardware/software support, and software tools subscriptions, including

Oracle ERP, SAP ERP, and O365 licenses.

• Negotiation Skills/Technical: Utilize strong negotiation skills to secure cost effective solutions, ensuring technical requirements are met with the best

value.

• Negotiate terms with vendors to secure cost-effective solutions.

• Follow up with internal users, procurement teams, and external vendors for service/material delivery and invoice processing.

3. Data Custodianship and Compliance:

• Act as a custodian for organizational data, including maintaining backups of departing employees.

• Provide IT-related evidence or insights to Legal, IR, and HR teams for investigations or proceedings.

• Implement and enforce access control for external data sharing and manage email moderation policies, transport rules, and domain/IP blacklisting or

whitelisting.

4. Email Management:

• Allocate appropriate email licenses based on user roles and work requirements.

• Manage email account creation, modification, deletion, and backups.

• Handle email moderation, including approval/rejection and dictionary rule management.

5. IT Resource Requests and Support:

• Coordinate with the IT helpdesk team to process user requests for laptops, hardware, or services based on HOD approvals.

• Facilitate ITS arrangements and engineer support for top management.

• Support user separation processes, including data access approvals and F&F processing.

6. ERP System and Asset Management:

• Approve transactions for Oracle/SAP ERP systems, including Item, PR, PO, and asset disposal processes.

• Generate and process ERP reports.

• Coordinate desktop/laptop disposal via buy-back or CSR activities and manage e-waste processing with plant ITS and EHS teams.

• Facilitate corporate asset verification processes.

7. Budgeting:

• Gather data for recurring services and one-time (CAPEX) requirements from various departments.

• Prepare and process budgets, comparing current year versus next year, and actual versus budgeted amounts.

• Budgeting: Monitor and track IT-related expenditures, ensuring alignment with financial goals and objectives.

• Process budget revisions by company and plant locations, providing detailed explanations.

Education Qualification:

Bachelor’s degree in information technology, Computer Science, or a related

field.

Experience: Proven experience in IT operations, procurement, and vendor management. Strong understanding of IT products, services, and lifecycle management.

Knowledge of financial processes, including CAPEX, OPEX, and budgeting.

Proficiency in Oracle/SAP ERP systems.

Technical Competencies/Skills:

Ability to work independently. Familiarity with compliance, data retention policies, and IT

asset management.

Software & Hardware Skills: Strong knowledge and hands-on experience with a variety of

IT hardware and software.

Cheap and Best Delivery: Ability to source cost-effective solutions while ensuring timely

and high-quality delivery of IT services and products.

Behavioral Competencies:

Proactive, motivated, and driven, Ethical team player, Strong interpersonal skills, Emotional

maturity, Multitasking, Self-motivated with the ability to work in a fast-moving

environment, Strong verbal and written communication skills, highly organized and able

to prioritize under pressure, Detail-oriented, Proven ability to deal with highly confidential

and sensitive information.

Detail-oriented with a focus on accuracy and timelines.

Strong negotiation and relationship-building skills.

Adaptable to evolving business requirements.

Collaborative and team-focused approach.

This position is critical for maintaining efficient IT operations, ensuring compliance, and

aligning IT initiatives with organizational objectives.