Procurement Executive, IT & Services

Roles and Responsibilities

• Maintain and update a comprehensive vendor database, covering IT hardware suppliers, software vendors, and service providers.
• Collect, review, and validate vendor quotations to ensure alignment with company requirements and cost parameters.
• Liaise with vendors for timely submission of invoices, delivery schedules, and proactively follow up on pending payments.
• Create and process purchase orders (POs) in line with approved budgets and business needs.
• Track and manage the complete lifecycle of POs, from creation to approval and final closure.
• Ensure proper documentation of all purchases, including POs, invoices, vendor agreements, approvals, and audit trails.
• Ensure all procurement activities comply with CGS procurement policies, processes, and guidelines.
• Support both internal and external audits by providing all required procurement records and documentation.
• Collaborate closely with IT, Admin, and Finance teams to gather requirements, align on budgets, and ensure timely procurement.
• Work with the Finance team to ensure vendor payments are processed accurately and within agreed timelines.
• Prepare and share regular procurement status reports, highlighting pending requests, approval delays, and key vendor updates.
• Track and monitor vendor performance to ensure adherence to delivery schedules, service commitments, and quality standards.

Skills & Competencies:

• Strong understanding of procurement processes, especially for IT hardware, software, and professional services.
• Excellent coordination and communication skills to work with vendors and cross-functional teams.
• Proficiency in Microsoft Excel, purchase management tools, and ERP systems (experience with procurement modules preferred).
• High attention to detail and strong documentation/record-keeping abilities.
• Ability to prioritize multiple procurement requests and work in a fast-paced environment.
• Basic understanding of IT products, licensing models, and service agreements would be a plus.

Qualifications:

• Bachelors degree in Business Administration, Supply Chain, Procurement, or related fields.
• 4-8 years of experience in procurement, vendor coordination, or purchase management — preferably in IT services, BPO, or technology environments.
• Experience using procurement software and/or ERP systems.