The Procurement Specialist (IT System Integrator) is responsible for managing the full procurement cycle of hardware, software, cloud services, and IT solutions required for internal operations and customer projects. This role acts as a critical liaison between Sales, Presales, Vendors, Distributors, Finance, and Technical Delivery teams. The specialist ensures competitive sourcing, accurate documentation, strong vendor relationships, and adherence to project timelines, enabling efficient and cost‑effective operations in a fast‑paced IT system integration environment.

Key Responsibilities

1. Vendor Communication & Relationship Management

• Maintain strong working relationships with IT vendors, distributors, and technology partners.
• Handle daily operational interactions including pricing requests, product availability, delivery dates, warranty clarifications, and technical substitutions.
• Resolve transactional issues related to invoices, delivery discrepancies, RMAs, and compliance documentation.
• Monitor vendor performance and recommend alternative suppliers when necessary.

2. Contracting, Pricing & Documentation

• Validate quotations, price lists, discount structures, and contract terms from IT vendors.
• Support negotiation of renewals for software subscriptions, cloud licenses, and support contracts.
• Prepare and maintain procurement documentation including POs, BOQs, vendor files, and compliance forms.
• Manage RFI, RFP, and RFQ processes in collaboration with Sales, Presales, and Technical teams.
• Ensure contractual accuracy and alignment with project scopes and customer requirements.

3. Purchasing & Inventory Coordination

• Conduct price comparisons across vendors and distributors to secure the best value.
• Issue purchase orders and monitor fulfillment, shipping, and logistics.
• Coordinate with Finance on invoicing, payment terms, advance payments, and settlement cycles.
• Work closely with Warehouse/Hardware teams to ensure accurate stock intake, serial number registration, and inventory tracking.
• Ensure timely delivery of project-related materials according to SLAs.

4. Procurement Strategy & Market Analysis

• Support the implementation of streamlined procurement processes tailored to IT system integration workflows.
• Analyze market price trends for IT products (servers, storage, networking, software licensing, cloud services).
• Identify new sourcing channels, vendors, and technologies that improve cost efficiency and reduce lead times.
• Contribute to cost‑saving initiatives and strategic sourcing projects.

5. Cross‑Department Collaboration

• Coordinate closely with Sales and Presales to understand technical specifications and solution requirements.
• Provide Project Managers and Technical Teams with procurement timelines, purchase status updates, and expected delivery dates.
• Support departments in vendor-related procedures, documentation, and operational requirements.
• Manage logistics for shipments, imports, and customer site deliveries when needed.