Asst Manager / Officer, IT Procurement

Job Purpose:

Procure IT equipment, price negotiation, cost budgeting, purchasing coordination, IT asset management, payment process, license keeper and maintenance arrangement.

Main Responsibilities:  
•    Assist IT procurement supervisors, project managers, technical support managers and other IT colleagues to develop project cost budget and give advice on choosing of cost effective hardware and software.
•    Provide guidelines and assistance to users on choosing suitable IT products and solutions with no violation to the group standard.
•    Guide users to follow the bank guideline for all IT procurement requests.
•    Maintain good record keeping for all requests and documentation including inventory list.
•    Help establish/ update/ review IT procurement procedures and operations manual.
•    Help negotiate with vendors for IT contracts to ensure that the Bank’s interests are protected with clear terms and conditions.
Procurement
•    Handle daily user IT procurement requests and provide technical advice for users to select the best products and services.
•    Acquire quotations from vendors under user requested.
•    Provide IT Expenditure Approval Form for applicant approval.
•    Verify the applicant approval to ensure the authorization.
•    Assist on vendor selection process by comparison of products, price, services, warranty and delivery to decide the adequate quotation.
•    Gather applicant approval and footnote the rejected quotation for order preparation.
•    Responsible for quotation preparation & submission with proved documents to IT Procurement Section Head / IT project manager / Group Head of ITD for ordering approval.
•    Process order and coordinate the delivery among applicant, selected vendor and/or related parties such as data centre.
•    Liaise with IT Service or Network or Security Team colleagues/ selected vendors to perform the installation.
Invoice Handling
•    Assist Financial Accounting Department to handle related computer invoices including hardware and software purchases, data line, broadband, and maintenance of ATM machine, computer equipment, servers and software license.
•    Consolidate related documents to proof the invoice validity to process the payment.
•    Handle IT fixed asset addition registration, disposal, transfer and CAPEX depreciation commencement monitoring.
Contracts/ Agreements Tracking & Maintenance
•    Update and maintain the expiration maintenance of hardware and software.
•    Assist project manager / related ownership to acquire renewal quotations, help in reviewing agreements / contracts for continuing maintenance.
•    Select vendor on price comparison with services level (except privilege).
•    Provide quotations or IT Expenditure Approval Form to project manager / users for approval.
•    Verify the applicant approval to ensure the authorization.
•    Take the ownership on vendor renewal process and arranging the prevention checking (if appropriate).
Software License Handling
•    As the contact point for software registration.
•    Consolidate evidence documents such as license certificate, software media, invoice, quotations, cost approval form or related documents to prove the purchased software.
•    Centralize and locked all software license at cabinet prevented for any license issue.
•    Update and maintain the filing system and proper record of the entry of purchased hardware and software.
 
Incumbent Requirements:
•    Tertiary education with bachelor degree/ higher diploma (preferably with academic major in IT or supply chain management related disciplines)
•    Good knowledge on IT products (hardware/ software/ licensing)
•    Ability to tackle ad hoc issues with good problem solving skills
•    Good communication and coordination skills with positive and helpful attitude
•    Good command of written and spoken English and Chinese
•    Able to work under pressure