(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