(Senior) 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:

Perform IT procurement officer/senior officer roles and responsibilities as follows:

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 authorization.

• Vendor selection 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.

• Submit quotation 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 applicants, selected vendor and/or related parties such as data centre.

• Inform IT Service or Network or Security Team / selected vendor to perform the installation.

• File a set of copy of proved document, procurement document with related certificate or license or related substance together.

• Update and maintain the entry of purchased hardware and software.

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 prove the invoice validity to process the payment.

• Handle IT fixed asset addition registration, disposal, transfer and capitalization commencement monitoring.

• Submit all invoices with supporting documents to Group Head of ITD / IT Procurement Section Head and grant authority manager (if appropriate) for payment approval.

• Periodically send out the signed invoices with supporting documents to Financial Account Department for settlement.

• File a set of invoices with documents. Update and maintain the entry of all invoices.

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.

• Vendor selection 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 authorization.

• Process the renewal with vendor and arrange the prevention checking (if appropriate).

• File a set of copies of maintenance agreement / contract, invoice, quotation, certificate and related documents together.

Software License Handling

• IT Procurement Officer / Senior Officer as the contact point for software registration by default.

• Consolidate evidence documents such as license certificate, software media, invoice, quotations, cost approval form or related documents to prove the purchased software.

• File copies of software license prevented any license issue.

Incumbent Requirements:

• Minimum 1 year of relevant experience, preferably in banking industry. Fresh graduates will also be considered. Candidates with more experience may be considered for senior role.

• Good knowledge of IT products

• Well performs on computer data entry and document management

• Ability to handle problems and tackle instant circumstances

• Good communication and coordination skills with positive and helpful attitude

• Good command of written and spoken English and Chinese

• Self-acting, detailed mind, confidence and able to work under pressure