Role Overview
The Sr. Executive / Assistant Manager – IT Procurement will be responsible for
managing end-to-end procurement activities for IT Hardware, Software
Applications, IT Infrastructure, and related technology products/services. The
role will involve sourcing, vendor identification, RFQ/RFP management, commercial
evaluation, negotiations, purchase order processing, contract coordination, and
vendor performance management.
The position will work closely with IT, Information Security, Finance, Legal,
Business, and other internal stakeholders to ensure timely procurement of
technology solutions at competitive commercial terms while maintaining compliance
with procurement policies, approval workflows, contractual requirements, and audit
standards.
Key Responsibilities
1. IT Hardware Procurement
Manage end-to-end procurement of IT hardware and peripherals such as
laptops, desktops, servers, storage, networking equipment, printers, monitors,
accessories, and other IT devices.
Understand technical requirements and specifications received from
IT/Business teams and translate them into appropriate procurement
requirements.
Identify, evaluate, onboard and manage suitable OEMs, distributors, system
integrators and authorized channel partners.
Float RFQs/RFPs, obtain competitive quotations, prepare comparative
statements and conduct commercial evaluations.
Negotiate pricing, payment terms, warranty, AMC, delivery timelines,
replacement terms and other commercial conditions.
Benchmark market prices and identify cost optimization opportunities.
Coordinate with IT and vendors for product availability, delivery, installation,
commissioning and warranty support.
Track hardware procurement spend and maintain relevant procurement
records.
2. Software & Application Procurement
Manage procurement and renewal of SaaS, software licenses, enterprise
applications, cloud-based applications, productivity tools, security
software, and other IT solutions.
Coordinate with IT, Information Security, Legal, Finance, and Business
stakeholders for technical, commercial, security, and contractual evaluation.
Manage new software procurement, subscription renewals, upgrades, license
expansions, and downgrades.
Evaluate different licensing models including subscription, perpetual, user-
based, consumption-based, enterprise, and volume licensing.
Negotiate software pricing, license quantities, renewal terms, payment
milestones, price protection, escalation clauses, and other commercial terms.
Track software contracts, license validity, renewal dates, committed quantities,
and subscription obligations to avoid business disruption and unnecessary
costs.
Support optimization of software licenses through utilization analysis,
consolidation, and vendor negotiations.
Coordinate with Legal for review and execution of software agreements,
MSAs, SaaS agreements, Order Forms, and other contractual documents.
3. Strategic Sourcing & Vendor Management
Identify and develop new IT vendors, OEMs, distributors, and technology
partners.
Conduct vendor benchmarking and market intelligence exercises to ensure
competitive sourcing.
Develop alternate sources for critical IT hardware and software categories to
reduce dependency and supply risk.
Maintain vendor database, commercial history, contracts, and performance
records.
Monitor vendor performance against agreed pricing, SLA, delivery, quality,
warranty, and service commitments.
Resolve commercial and operational issues with vendors in coordination with
internal stakeholders.
Support vendor performance reviews and periodic business reviews for
strategic suppliers.
4. Commercial Evaluation & Negotiation
Prepare detailed commercial comparative statements (CS) and vendor
evaluation reports.
Analyze total cost of ownership (TCO), including product cost, licensing,
implementation, support, AMC, renewal, logistics, taxes, and other applicable
costs.
Conduct commercial negotiations to achieve optimum pricing and contractual
terms.
Benchmark vendor proposals against historical prices, market prices,
alternate suppliers, and applicable OEM/channel pricing.
Negotiate favorable payment terms, price validity, warranty, service levels,
credit terms, price protection, and termination/renewal conditions.
Identify opportunities for annual savings, volume discounts, bundling, and
long-term commercial arrangements.
5. Procurement Operations – PR to PO
Manage the complete PR-to-PO procurement cycle for assigned IT
categories.
Validate procurement requirements, specifications, quantities, budgets, and
supporting documents.
Coordinate with stakeholders for timely PR creation, approvals, RFQ,
commercial evaluation, and PO release.
Ensure POs are released with accurate commercial, technical, delivery,
warranty, and contractual terms.
Coordinate with Finance for invoice and payment-related issues.
Maintain accurate procurement documentation and ensure transaction
records are audit-ready.
6. Contract & Compliance Management
Coordinate with Legal, Finance, Information Security and Compliance teams
for vendor agreement reviews.
Ensure appropriate contractual provisions covering confidentiality, data
protection, information security, SLA, warranty, liability, termination, audit
rights, and business continuity, as applicable.
Track contract expiry, renewal, notice periods, price escalation clauses, and
other key contractual milestones.
Ensure procurement activities are conducted in accordance with company
procurement policies, approval matrices, and internal controls.
Support internal and external audits by maintaining complete procurement
documentation.
7. Cost Optimization & Procurement Analytics
Track IT procurement spend and identify opportunities for cost reduction and
value creation.
Analyze historical pricing, vendor-wise spend, category-wise spend, and
renewal trends.
Develop procurement dashboards and MIS reports for management review.
Support annual budgeting and forecasting for IT procurement categories.
Identify opportunities for consolidation of vendors, licenses, and purchase
volumes.
Monitor savings achieved through negotiations, benchmarking, alternate
sourcing, and contract optimization.
Skills & Competencies
5–7 years of relevant procurement experience, preferably with exposure to
IT Hardware and Software procurement.
Experience in a technology-driven organization, fintech, BFSI, e-commerce,
telecom, or similar industry will be preferred.
Strong understanding of IT Hardware and Software procurement.
Good knowledge of IT product categories, software licensing, SaaS models
and technology procurement processes.
Strong commercial negotiation and vendor management skills.
Good analytical and cost-comparison capabilities.
Ability to evaluate TCO and commercial proposals.
Good understanding of contracts, commercial terms, SLAs, warranties and
licensing agreements.
Strong stakeholder management and communication skills.
Good working knowledge of MS Excel, PowerPoint and Word.
Experience with ERP/Procurement tools and PR-to-PO workflows.
Strong attention to detail and documentation discipline.
Ability to manage multiple procurement projects and renewals simultaneously.
Result-oriented approach with focus on cost optimization, compliance, and
timely delivery.
Preferred Candidate Profile
The ideal candidate should be a commercially strong IT procurement
professional who can independently manage procurement assignments from
requirement understanding through sourcing, negotiation, PO/contract execution,
and vendor performance monitoring. The candidate should be comfortable working
with both technical stakeholders and senior business stakeholders and should
have a strong focus on cost optimization, process compliance, and risk
management.
