Sr. Executive / Assistant Manager – IT Procurement

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.