IT Procurement Officer - Hybrid/Remote

SUMMARY:
Our client seeks a passionate Procurement Officer who is looking to make a real impact.  The Procurement officer oversees the day-to-day activities of the purchasing function within the Technology and broader business unit. The day-to-day activities include the procurement of hardware, and software, obtaining quotes, management of purchase orders, liaising with vendors, and management of vendor contracts, renewal of licenses, asset management, research new technologies, negotiation with suppliers to obtain best pricing, align with the BBBEE strategy of business, and manages the CAPEX process across the group, and performs related administrative tasks.

POSITION INFO:
Duties include but are not limited to:

Procurement & Supplier Management
Manage the procurement of IT assets and services.
Work with internal stakeholders to determine procurement needs, quality and delivery requirements.
Oversee procurement systems, processes, and reporting for the division.
Assist in supplier and contractor selection, ensuring alignment with sustainability, ESG (Environmental, Social & Governance) standards, ethical purchasing, and cost-effectiveness.
Develop and implement sourcing strategies to identify cost-effective suppliers, improve procurement efficiency, and align with organisational goals.
Negotiate, optimise, and manage payment terms with vendors to ensure favourable conditions, improve cash flow, and maintain strong supplier relationships.
Draft and manage appropriate Service Level Agreements (SLAs) to evaluate and report on supplier performance on a regular basis.
Monitor, evaluate, and improve supplier performance continuously according to an appropriate Service Level Agreement.
Maintain strong supplier relationships and renegotiate pricing as needed.
Coordinate and manage the full lifecycle of annual overseas orders, including supplier engagement, logistics
planning, customs compliance, and timely delivery to meet organisational needs.
Responsible for order placement timing, supply / demand alignment, material replenishment and supplier performance.
Control and monitor procurement expenses against approved budgets.
Drive and implement cost-saving initiatives while developing and managing budgets to ensure financial efficiency and alignment with organisational goals.
Order & Inventory Management
Receive and process orders from various departments by validating requests and generating accurate purchase orders.
Track, inspect, and distribute incoming orders to ensure quality, completeness, and timely delivery to relevant teams.
Reconcile and resolve order discrepancies with suppliers by investigating mismatches and coordinating corrective actions.
Monitor delivery timelines to ensure punctuality through proactive tracking and supplier follow-ups.
Review and update inventory as required to maintain optimal stock levels and support operational needs.
Maintain accurate daily records of procurement activities for transparency, compliance, and reporting purposes.
Asset Management
Manage the full lifecycle of IT assets, from procurement and deployment to maintenance, tracking, and end-of life disposal.
Maintain and update the asset register and management system to ensure accurate, real-time tracking of all hardware and software assets.
Tag and barcode assets upon receipt to enable efficient identification and inventory control.
Conduct annual asset stock takes to verify physical inventory against records and ensure compliance.
Ensure proper allocation of assets by coordinating with the operations team to meet departmental needs.
Oversee warranty and support management to ensure timely repairs, replacements, and service claims.
Manage hardware and software licensing to ensure compliance, avoid overuse, and optimise usage.
Handle rental contracts and vendor support call logging to track service levels and manage third-party engagements.
Facilitate delivery and courier services for assets to support timely distribution and relocation across sites.
Maintain asset health and lifecycle tracking to monitor performance, plan upgrades, and reduce downtime.
Billing, Budgeting & Financial Reporting
Manage IT billing functions and invoice processing to ensure accurate, timely, and compliant financial transactions.
Handle internal and external billing queries by providing prompt, clear, and effective resolutions.
Oversee CAPEX and OPEX processes to support financial planning and operational efficiency.
Provide budget-related information and assist in budget preparation to align spending with strategic goals.
Fulfill stakeholder reporting requirements for the CTO and CFO through accurate and timely financial reporting.
Ensure timely submission of accounts for vendor payments to maintain strong supplier relationships and avoid service disruptions.
Technology & Innovation Enablement
Conduct research into new and innovative technologies to identify tools and solutions that enhance operational effectiveness and enable workforce readiness.
Leverage technology to automate procurement and asset management processes for improved accuracy, speed, and efficiency.
Support business units in adopting technology solutions by providing guidance and implementation support to drive productivity.
Provide analysis and recommendations on make-or-purchase and lease-or-purchase policies to inform strategic decision-making and optimise resource utilisation.
Administrative Support
Perform necessary administrative duties and reporting to support operational efficiency and ensure accurate documentation.
Ensure compliance with internal policies and procedures by adhering to established standards and promoting best practices.
Experience and capability requirements
Qualifications and experience:
Relevant BCom Financial degree or financial diploma
Relevant certification in Procurement/ Supply Chain/Purchasing / Finance, and /or related field
Minimum 3 years in the procurement field with a minimum of 2 years Information Technology (IT) procurement experience.
Sound knowledge of Computer software and hardware peripherals.
Solid Knowledge and experience of procurement and IT supply management.
Supply Chain Management knowledge and experience, including PFMA and PPP Framework.
Excellent computer literate (MS Office 365, Word and Excel)
Competencies:
Strong written and verbal communication, including minute-taking and report writing.
Excellent planning, coordination, negotiation, and organisational skills.
Skilled in administration, time management, and multitasking.
Proactive and innovative in resolving technical queries and improving
Knowledgeable in database management and digital tools.
High integrity and strong ethical standards.
Adaptable, works well under pressure and in changing environments.
Effective both independently and in team settings; flexible and dependable.

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.
Please note that only short-listed candidates will be contacted.
Should you not have heard back within a two-week period, please assume that your application was unsuccessful.
All job postings are in accordance with our Client's BEE requirements. Please only send certificates when requested to do so.