Job Listing

JOB DESCRIPTION

Job Title: Procurement and Compliance Officer

Reports to: Head of IT Services

Department: IT

Job Purpose

To be responsible for facilitating the procurement process and contract and compliance oversight (monitoring and reporting) to ensure that the organisation complies with all IT and other relevant internal policies and procedures.

Dimensions

• Spearhead procurement and requisition processes for all IT related spend.
• Ensure that all costs are monitored to within agreed variances and to escalate spikes to the relevant people.
• Ensure contractual details generated as a result of an initial procurement process are maintained and monitored for compliance.
• Assist to ensure that all purchased services, licenses and/or hardware use comply with the limits stated in the relevant contractual documents, and support/initiate the internal auditing processes as and when required.
• Able to escalate any gaps in data or controls that are found during execution of all related tasks.

Principal Accountabilities

• Requisitions and Procurement – Lead all levels of procurement related to internal requisitions and project-based needs, including drafting of requests and documents related to IT procurement procedures. Play a key role in ensuring operational smoothness in internal requisitions and external procurement engagements. This might include liaising with users and vendors to gather and compile the necessary information (e.g. quotations from multiple vendors)

• Contracts – Ensure that details and requirements are captured within the appropriate repository as well as ensuring all documentation has the proper signatories as well as approvals and stored appropriately in their respective data stores.

• Cost Monitoring and Control – Report and monitor on related IT costs to ensure that any major variances are escalated to be dealt with appropriately. Suggest ways to optimise contracts based upon usage patterns to ensure spends are optimised.

• Internal IT Policies and Procedures – follow group and company policies as well as review and recommend improvements to operational procedures that occur in the course of the work.

·  Relationships – Maintain and develop good vendor/user relationships to ensure that there is continuous engagement during the course of the work.

Important Working Relationships

• Form, build and maintain effective relationships with internal IT Managers to ensure that a high level of service is provided and sustained.
• Work closely with IT team members to ensure tasks are completed effectively and to also obtain the necessary information and data to ensure organisational compliance to existing contracts.
• Work closely with other internal staff to understand the needs and requirements during the execution of various operational tasks that impact various functions (costs and procurement)
• Maintain relationships with external suppliers to obtain relevant pricing information quickly.

Knowledge, Skills & Experience Required

Technical/Professional Skills:

Technology – General familiarity with using Windows OS and common browsers as well as being proficient in Excel.

Experience:

·  Bachelor’s Degree or Advanced Diploma Holder

·  Sufficient experience to understand basic principles relevant to major internal functions related to Finance and IT

.  Roughly 3 to 5 years working in areas pertaining to procurement, audit, internal compliance and contract management.

·  Delivering tasks to a high standard

·  Being able to communicate effectively within the organisation.