Specialist- IT Procurement

Job Description Form

Job Role : Information Technology Solution and Procurement Specialist

Departments: IT

Job Code

Location: Mumbai

Reports To : OHT IT Governance Director

Key Stakeholders

Party Interacting With

Main Purpose of Interaction / Details

Frequency

(Occasional/

Frequent/

Continuous)

Internal Interactions

IT team members (YTWS/ATG) / BT team members /

Work closely with Infrastructure, Applications, Cybersecurity, Service Delivery, Enterprise Architecture, and PMO teams to understand technology requirements, sourcing priorities, renewal calendars, and project-related procurement needs.

Collaborate with IT budget owners to align purchases with approved budgets, technical specifications, and strategic roadmaps.

Frequent

Procurement

Department Colleagues

Coordinate with central or local procurement teams to ensure sourcing activities follow company procurement policies, category strategies, approved supplier frameworks, and delegation of authority.

Support RFQ/RFP processes, supplier onboarding, purchase requisitions, purchase orders, and contract renewal workflows.

Frequent

Legal Department Colleagues

Partner with Legal on contract review, negotiation, and risk assessment, particularly for software licensing, cloud subscriptions, SaaS agreements, maintenance contracts, data protection clauses, confidentiality agreements, SLAs, limitation of liability, and termination provisions.

Frequent

External Interactions

IT Supplier

Information Technology Solution and Procurement Specialist should work closely and with the IT Department to explore various options for IT Initiatives.

The IT Procurement Specialist is responsible for managing the end-to-end contract and negotiation process with IT suppliers collaborating with the other IT governance colleagues for budget and licenses strategy information.

He/she ensure that the organization acquires technology solutions that are cost-effective, compliant, timely, and aligned with business and IT strategy.

The role contributes to the overall business by optimizing IT spend, reducing commercial and contractual risk, improving supplier performance, and enabling the IT organization to deliver reliable technology services and transformation initiatives efficiently.

Continuous

1: Job Purpose Statement (Summarize in one/two statements why this job exists, and the contribution makes to the overall business of the company).

Information Technology Solution and Procurement Expert to lead strategic procurement initiatives while providing technical expertise in IT infrastructure, software, cloud services, cybersecurity, networking, and enterprise technology solutions.

Information Technology Solution and Procurement Expert will possess a unique combination of procurement excellence, vendor management skills, commercial negotiation expertise, and deep understanding of IT technologies and solution design.

The IT Procurement Specialist operates at the intersection of technology, sourcing, governance, and vendor management. The role requires strong cross-functional collaboration to ensure that IT purchasing activities support operational efficiency, cost optimization, compliance, and business continuity.

2: Organisational Relationship (Provide an organisational chart which illustrates the role structure above and below and parallel to this position).

3: Duties & Responsibilities (List in the order of importance the duties & responsibilities of this job)

Decision Making Authority (This will be for every job allocated to the individual)

Refer to the Decision making box for detail information

• Closely work with IT Stakeholders for Solution in designing of IT Initiatives and support IT Stakeholders to explore prospective solutions.
• Manage end-to-end procurement of IT goods and services Handle sourcing and purchasing activities for hardware, software, cloud services, telecom, IT professional services, maintenance agreements, and support contracts.
• Partner with IT teams to translate business and technical requirements into sourcing actions Work with internal stakeholders to define specifications, scope, service requirements, licensing needs, and procurement timelines.
• Lead commercial evaluation and supplier selection processes Helping in supplier comparisons, request quotations/proposals, evaluate commercial terms, and support vendor selection in coordination with Procurement and IT stakeholders.
• Negotiate pricing and contractual terms with vendors Support or lead negotiations on costs, payment terms, renewals, warranties, service levels, implementation milestones, and commercial protections.
• Ensure compliance with internal procurement policies and approval workflows Verify that all procurement activities follow company governance, approval matrices, documentation standards, and audit requirements.
• Coordinate contract review with Legal and relevant stakeholders Ensure contracts include appropriate protections around data privacy, information security, intellectual property, liability, service levels, termination rights, and regulatory compliance.
• Help the IT team to track vendor responsiveness, contract compliance, delivery quality, and issue resolution, escalating underperformance where necessary.
• Help in maintaining procurement records and reporting Keep accurate records of contracts, quotations, purchase orders, renewals, savings achieved, and vendor performance metrics.
• Contribute to continuous improvement of IT procurement processes Identify opportunities to standardize purchasing, improve procurement cycle time, strengthen controls, and enhance collaboration between IT and Procurement functions.
  
  

4: Key Result Areas (List the key deliverables that quantify successful performance in the role).

• Technically understand the IT Problems and Solution.
• Working with the IT Stakeholders from inception of the project till completion.
• Timely processing of IT procurement requests within agreed service levels.
• Reduction in procurement cycle time for IT purchases and contract renewals.
• Achievement of annual cost savings / cost avoidance targets on IT spend.
• High level of contract compliance and adherence to procurement policies.
• Zero or minimal service disruption caused by missed contract renewals or delayed procurement.
• Improvement in vendor commercial terms, including pricing, payment terms, SLA commitments, and support conditions.
• Accuracy and completeness of procurement documentation, contracts, and records.
• Positive stakeholder feedback from IT, Procurement, Legal, and Finance teams.
• Effective management of vendor performance issues and timely escalation/resolution.
  
  

5: Decision Making Authority (For each decision type define if the action involves below mentioned categories:

Schedule A : Execution

Schedule B: Follow SOP/policy for decision to be made. (Moderate to Complex decision making)

Schedule C: Decide within approval limits) Complex/tactical/strategic decision making impacting the outcome

• Can be merged with duties & Responsibility
  
  

Educational Qualification

Skills

Skills & Knowledge

Competencies

• Bachelor's degree in Information Technology, Computer Science, Business Administration, Supply Chain, Finance, or a related discipline.
• Preferred: Professional certifications in Procurement, Supply Chain, Contract Management, or IT Asset / Vendor Management
• Strong understanding of modern IT Solutions and technical expertise in IT infrastructure, software, cloud services, cybersecurity, networking, and enterprise technology solutions.
• Strong understanding of IT procurement processes, sourcing lifecycle, and vendor management practices.
• Knowledge of software licensing models, subscription-based services, cloud consumption models, and maintenance/support agreements.
• Good understanding of IT commercial constructs, including SLAs, payment schedules, contract duration, renewal clauses, and pricing mechanisms.
• Familiarity with procurement policies, internal controls, and compliance requirements.
• Basic awareness of IT legal and risk topics, including confidentiality, intellectual property, data privacy, cybersecurity, and liability provisions.
• Strong analytical skills with the ability to compare supplier offers, assess total cost of ownership, and support cost optimization.
• Strong negotiation and commercial acumen.
• Excellent written and verbal communication skills in English.
• Strong stakeholder management and cross-functional collaboration abilities.
• Good organizational skills with the ability to manage multiple requests, deadlines, and renewal calendars simultaneously.
  
  

Behavioral

• Collaboration: Works effectively across IT, Procurement, Legal, Finance, and external supplier teams.
• Accountability: Takes ownership of procurement activities and follows through on commitments.
• Attention to Detail: Ensures accuracy in contracts, pricing, approval workflows, and procurement records.
• Problem Solving: Identifies practical solutions to procurement delays, supplier issues, and contractual challenges.
• Customer Orientation: Understands internal stakeholder needs and supports business continuity through responsive procurement service.
• Integrity: Acts ethically and in line with company policies, compliance standards, and confidentiality requirements.
• Adaptability: Responds effectively to changing business priorities, technology needs, and market conditions.
• Influencing Skills: Can align stakeholders and support negotiations without direct authority.
• Resilience: Manages competing priorities and time-sensitive procurement requirements in a structured manner.
  
  

Work Experience

Functional

IT Sourcing & Procurement Management

Vendor and Supplier Relationship Management

Contract Review & Commercial Negotiation

Software / Cloud / Hardware Procurement

Renewal and License Management

Cost Analysis and Spend Optimization

Procurement Governance and Policy Compliance

Risk Identification in IT Contracts

Cross-functional Stakeholder Management

• 5–8 years of relevant experience in procurement, strategic sourcing, vendor management, or contract management, with at least 3+ years focused on IT procurement.
• Experience in sourcing and negotiating across one or more IT categories
• Experience working in a multinational or matrix organization is preferred.
• Experience coordinating with Legal, Finance, Procurement, and IT stakeholders in a structured governance environment.