IT Procurement Assistant

We are seeking an organized and detail-oriented IT Procurement Assistant to join our team. In this role, you will support the procurement of IT equipment, software, and services, coordinate with vendors, and assist with purchase orders and related documentation. If you’re proactive, resourceful, and passionate about supporting efficient technology operations, we’d love to hear from you.

JOB OVERVIEW:
The IT Procurement Assistant provides support to the operating functions of the IT Procurement and Vendor Management division by assisting with the management of IT investments. The role ensures that sound feasibility, vendor due diligence and procurement controls are done for all technology systems and services utilised by the group. Additionally, the role is responsible for the management of IT spend, budget compilation, and general Group IT administrative duties.

JOB RESPONSIBILITIES:
Acquisition of Information Technology (IT) Products and Services:
• Obtain quotations, purchase software, hardware, infrastructural components and support services required by Business Units in accordance with the company’s IT procurement procedures and guidelines.
• Record acquisitions and ensure that quality and service delivery is assessed and confirmed before remitting payments.
• Maintain a schedule of payments, services and upgrades with respect to acquired technology and the contracts related to same
• Requisition of all Stationery and other items for the IT Department.
• Collate approvals for Invoices, Wire Transfers and drafts for the IT Department

2. Cost Allocations:
• Maintain a mapping of IT costs to services.
• Collate and report on IT cost allocations to the Business Units for each of the IT services utilised.
• Allocate costs to the various units based on SLAs and utilisation.
• Reconcile and report on variances with respect to IT cost allocations.
• Communicate IT cost allocations and changes to IT management and budget coordinators / owners in the Business Units.
• Administer internal chargeback arrangements.
• Complete payments for all technology related items
• Reconciliation of credit card expenses and submission of monthly reports

3. Management of IT Investments:
• Assist with the preparation of the IT Annual Budget.
• Record and maintain new and existing hardware / software maintenance costs to ensure that cost is accurately reflected in the IT Budget.
• Assist with the communication of budget decisions and review same with the IT budget coordinators and owners.
• Monitor and compare actual IT costs to budgeted costs, identify deviations and report financial information to the IT budget coordinators and owners within stipulated deadlines.
• Review all incomplete payments and submit accruals within stipulated deadlines.
• Analyse and communicate any budget variances to IT Budget coordinators and owners, to ensure that future budgets are more accurate, reliable and cost effective.

4. Administration
• Storage and retrieval of information regarding all Files and Records for the IT Department.
• Facilitate reimbursements.
• Submission of all overtime for IT Department.
• Collating and Compilation of IT Monthly Reports.

5. To perform any other job-related duties as assigned by the Manager.

EDUCATION & EXPERIENCE:
• 5 C.X.C./ CSEC passes including Mathematics and English Language.
• 2 A’ Level/ CAPE passes.
• Diploma in Business Management from a recognised tertiary level educational institution.
• 2 - 3 years’ experience in an IT environment or in a similar role.
• Experienced in Accounting, Budgeting and Procurement principles

ADDITIONAL REQUIREMENT:
As a regulated entity with obligations under the Know Your Employee guidelines, a Certificate of Character is required.

PERSON SPECIFICATION:
IT Procurement Assistant must be logical, meticulous and extremely detail oriented. He/ she must also be able to exercise independent judgment and take action on it. The incumbent must possess excellent interpersonal/communication skills and be able to interact with persons at all levels throughout the organisation and with all IT external vendors. Time management skills are critical as the incumbent will be required to manage multiple tasks that may carry competing deadlines.