Job Description

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 Maintaining
• 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:
• Tertiary education with bachelor degree/ higher diploma (preferably with academic major in IT or supply chain management related disciplines)
• 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