(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