IT Procurement Specialist

Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.

We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.

We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management and acoustics.

JOB PURPOSE

Manage and coordinate AESG’s global IT procurement activities, ensuring the timely, compliant and cost-effective sourcing of hardware, software, licences, subscriptions and technology services across all AESG locations. The role is responsible for supplier management, commercial negotiations, purchase and renewal control, IT procurement budgeting, licence optimisation and procurement reporting, working closely with IT, Finance, Operations and other stakeholders to ensure appropriate governance, value for money and operational continuity.

QUALIFICATION / EXPERIENCE

- Bachelor’s degree in IT, Business Administration, Supply Chain, or a related field.
- Proven experience in IT procurement, technology sourcing, supply chain management or a related commercial procurement role.
- Strong commercial negotiation, contract management and vendor management skills.
- Strong knowledge of IT hardware, software, SaaS, cloud services, licensing and subscription models.
- Experience using procurement software, ERP systems, purchase order workflows and asset or licence registers.
- Excellent analytical, organisational, and communication skills.
- Ability to multitask and prioritise in a fast-paced environment.
- Certifications such as Certified Professional in Supply Management (CPSM) or Certified IT Procurement Professional (CITPP).

GENERAL EXPECTANCY

- Demonstrated ability to independently manage day-to-day IT procurement activities across multiple stakeholders and locations.
- Commercially minded, organised and able to manage competing priorities, procurement deadlines and renewals with limited supervision.
- Experience in global IT procurement or working with international vendors and multi-country operations.

RESPONSIBILITIES

Procurement Management:

- Identify, consolidate and assess IT procurement requirements in collaboration with IT and other departments, including forward planning for new joiners, replacements and business growth.
- Source and evaluate vendors for hardware, software, SaaS, cloud services, telecommunications and other IT services using competitive quotations or tendering where appropriate.
- Negotiate pricing, commercial terms, warranties, support arrangements, payment terms and contracts to achieve best value and reduce total cost of ownership.

Vendor Relations

- Build and maintain strong relationships with IT suppliers and service providers.
- Monitor vendor performance to ensure compliance with contractual obligations and service level agreements (SLAs).

Compliance and Documentation

- Ensure IT procurement activities comply with AESG procurement policies, approval authorities, information security requirements and applicable organisational standards.
- Maintain complete and accurate procurement records, including quotations, approvals, purchase orders, contracts, supplier agreements, warranties and renewal dates.

Budget and Cost Control

- Collaborate with IT, Operations and Finance to prepare and manage IT procurement budgets, forecasts, committed spend and actual expenditure.
- Track expenditure and deliver measurable cost savings through negotiation, supplier consolidation, licence optimisation, alternative sourcing and demand management.

Technology and Market Research

- Stay updated on emerging IT technologies and market trends.
- Recommend innovative solutions to improve IT operations and reduce costs.

Collaboration and Support

- Work closely with IT teams to align procurement with approved technology standards, security requirements, hardware specifications and operational priorities.
- Provide guidance to stakeholders on procurement policies, purchasing processes, supplier selection, approvals and commercial requirements.

Software Licence & Subscription Management

- Maintain a central register of software licences, SaaS subscriptions, support agreements and renewal dates, including ownership, cost, term and utilisation.
- Coordinate renewals proactively and optimise licence allocation by identifying unused, duplicate or underutilised subscriptions.

IT Asset Lifecycle & Inventory Planning

- Coordinate procurement across the IT asset lifecycle, including request, approval, purchase, delivery, asset registration, allocation, replacement, reallocation and disposal.
- Work with IT to maintain appropriate stock levels, standard hardware specifications, warranty records and forward requirements for new starters and business growth.

Purchase Orders, Invoices & Finance Coordination

- Raise and track purchase orders and receipts in the relevant ERP or procurement system and ensure purchases are supported by appropriate approvals.
- Validate supplier invoices against approved quotations, purchase orders and contracts; resolve discrepancies and coordinate with Finance to support timely payment.

Supplier Governance & Contract Management

- Coordinate supplier onboarding, due diligence and approved vendor requirements and maintain accurate supplier information.
- Monitor contract terms, SLAs, warranties, renewal and termination provisions and supplier performance, escalating material risks and coordinating with Legal, Finance or IT where required.

Reporting & KPIs

- Maintain procurement dashboards and report on spend, savings, procurement turnaround times, vendor performance, contract renewals, PO compliance and licence utilisation.
- Provide regular visibility of upcoming renewals, committed spend, budget variance, procurement risks and cost-saving opportunities.

COMPETENCIES

- Leadership / Management skills - Independently coordinates procurement activities and supplier relationships, takes ownership of delivery and escalates commercial, operational or compliance risks appropriately.
- Communication / Collaboration - Engaging in more complex interactions, such as active participation in meetings, presenting to small groups, and contributing to team discussions. Working as part of a team (collaboration). Clear communication with good listening skills, patient, adaptable and take responsibility.
- Technical Knowledge / Expertise - Demonstrates practical knowledge of IT hardware, software, licensing, SaaS, procurement systems and commercial terms. Applies analytical skills to evaluate options, identify risks and execute procurement activities independently.
- Creativity / Innovation - Actively participating in Operational projects. Contributing ideas and solutions that align with their role’s responsibilities. Collaborating and learning to refine and expand upon concepts. Demonstrating adaptability and flexibility.
- Stakeholder Focus / Relationship Building - Builds effective relationships with IT, Finance, Operations, internal stakeholders and external suppliers. Independently manages third-party providers and resolves procurement or service issues in a timely manner.
- Strategic Vision / Planning - Supports forward procurement planning, renewal forecasting, budget planning and supplier strategy. Prioritises requirements based on business criticality, lead times, cost and operational risk.

DEMONSTRATED KNOWLEDGE BASE AND PROFESSIONAL SKILLSET

- Time Management / Planning - Plans procurement activities, renewals, deliveries and asset requirements against agreed timelines. Maintains clear trackers and proactively manages dependencies, lead times and competing priorities.
- Industry Experience / Thought Leadership - Maintains awareness of technology procurement trends, licensing models, supplier markets and commercial benchmarks and uses this knowledge to improve value and procurement outcomes.
- Operational Delivery - Owns day-to-day procurement delivery from approved request through sourcing, PO, delivery, receipt and record completion. Continuously identifies opportunities to improve procurement controls, turnaround time and user experience.
- Leadership / Team Management Experience - Takes ownership of assigned procurement workstreams, coordinates stakeholders and suppliers, and demonstrates accountability for delivery, quality and compliance.
- Commercial Acumen / Business Development - Demonstrates strong commercial awareness, including cost control, total cost of ownership, supplier negotiation, contract terms, budget impact and measurable savings.
- Problem Solving / Decision Making - Analyses procurement requirements, supplier proposals, commercial risks and operational issues; gathers relevant information and recommends practical, evidence-based solutions.
- Employee Focus / Process Compliance - Procurement Governance / Commercial Compliance: Ensures purchasing activities follow approved processes, delegated authorities and documentation standards. Maintains audit-ready records and proactively identifies control, contractual and supplier risks.