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 commercia