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 .