This job requires a technical person who is abreast with cutting edge technology tools and services, to play a vital role in the procurement process of the various technical services and goods that help to achieve business goals. This is an essential strategic business process to manage all IT procurements. The Job holder must stay current with technology trends.

Key Responsibilities

PROCUREMENT

• Analyse and procure specialized technologies (equipment or services).
• Analyse and procure for cloud, data analytics, Saas, IaaS, Paas, etc.
• Conduct industry research to identify potential suppliers of all mechanical, electrical or electronics items, power solutions, etc.
• Evaluate business and stakeholders’ technology requests and requirements.
• Research and find the right vendor and ensure that the business procures the best solutions.
• Work closely with the stakeholders and vendors; Review all purchases and conduct evaluations to determine the vendors’ effectiveness, compliance, and business ROI.
• Work with technical specifications & drawings with ease and engage enterprise architecture team if the need arises.
• Work with the procurement and vendor management Policies and Procedures.
• Assist in the preparation of the Procurement Plan for EPI.
• Assist in the preparation of RFI, RFQ and RFP within agreed defined scope/value, time, and budget.
• Identify and report sourcing and vendor risks for mitigation.
• To engage Compliance Unit to perform due diligence on vendor engagement.
• To save cost on vendor contracts and procurements.
• Maintain the vendor contracts database.
• Assist in the preparing procurement report.
• To manage new technology projects for Procurement Lifecycle (Sourcing, Contracting, Performance Evaluation, Procure-to-Pay, etc.)
• Management and monitoring of contract terms and ensuring timely payment as agreed with vendors.
• Working to resolve all audit, compliance, and control issues to ensure a minimum satisfactory rating for Procurement Unit.
• Review, and approve request (i.e. Purchase requisitions, POs, invoices) in the existing procurement platform.
• To achieve the Turn-Around-Time in delivery of goods and services.
• Negotiating, tendering in the most cost-effective manner to ensure value for money.
• Reviewing procurement spend in the affiliate and providing expert advice in reducing costs.
• To Performance Evaluation is carried out bi-annually for EPI vendors.
• Any other duties that will be assigned by Head of Unit/Department from time to time.

RECORDS MANAGEMENT

• To work with the Government Regulatory requirements on records management and retention.

 Public Records & Archives Administration Act 1997(Act 535) Section 24

 Data Protection Act 2012(Act 849) section 24

 Electronic Transaction Act 2008(Act 772) Sections 7-9,25,141

 Financial Administration Regulations 2004(LI1802) Part 10

• Repository Management

 Work with the vendor in classifying, indexing, and labelling all incoming records.

 Visit the vendor site to ensure all records are well shelved and given appropriate shelve numbers.

 Provide the list of documents due for destruction for appraisal for decision making.

 Work with the vendor to update the repository directory when new consignments are received.

 Make available archived boxes where possible.

 To report on quarterly fumigation carried out by the vendor.

 To provide monthly reports on all records in the repository.

• Reference Services

 Maintain confidentiality in the sharing of information with all stakeholders.

 Ensure all documents requested for are made available and delivered to the customer.

• Document Control

 Make available appropriate finding aids from the outsourced company.

 Advise departments on the management of their records through workshops.

 To work with the with records custodians to manage departmental records.

• Electronic Archiving Management

 Review electronic documents for image accuracy and report for approval.

REPORTING

Prepare and submit Vendor Tracker, Vendor Evaluation Response Tracker, Due Diligence Tracker, Technology Spend or Cost Savings Tracker, etc.

Prepare and submit monthly unit reports as per agreed format and schedule.

Prepare and submit quarterly reports as per agreed format, ready by 10 days after the end of a quarter.

KEY SUCCESS FACTORS

• The officer should have a very detailed knowledge of the technologies, equipment, and supplies used in all EPI projects and implementations; and be able to identify companies that sell them.
• Ensure all procurements are guided by the procurement guideline and policy.
• Deliver the following within approved Operational Level Agreement (OLA)
• RFP/RFQ – 41days
• Tender Approval – 2weeks
• PO issuance – 2weeks
• Contract renewal – 60days
• Processing of invoices – 5working days
• Ensure avoidance of cost by negotiating procurements for all items purchased for EPI.
• Ensure a real saving is achieved by participating in eProcess Contract Review to re-negotiate IT Contract (10 Highest IT Spend).
• Update SOP, OLA, BCP, BCM Documents for eProcess EBS.
• Ensure assets are verified at least once in the Financial Year.
• Make key inputs in the annual budget for the Department.
• Ensure the submission of Weekly and Quarterly Board reports.

Education & Skills Required

Background / Experience

• Degree in Computer Science or Information Technology or related discipline.
• 3 years working experience in technology department.
• Knowledge in Business Administration is key.
• Information Technology Infrastructure Library Foundation (ITIL) is an advantage.
• Relevant experience in Procurement, Finance or Banking field is an advantage.
• Certified in Business Analysis, ICA, ACCA is an advantage.
• Knowledge in SAP Ariba is an advantage.

Specific Job Skills And/or Requirements

• Specialized Industry Knowledge in Information Technology.
• Understanding of Cloud projects and implementations.
• Understanding of Data center projects and implementations.
• Understanding of applications development, implementation, and support.
• Understanding of server and database systems.
• Understanding of enterprise applications and server architectures.
• Good understanding of OEM support structures and systems.
• Experience and knowledge of MS office tools such as Excel, Word.
• Excellent negotiation skills
• Person with high integrity.
• Excellent oral and written communication, and presentation skills.
• Strong analytical and documentation skills.