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IT Procurement Specialist

Job Description

1 – Job Description

• – Job objectiv: The IT Purchasing Specialist’s objectiv, is to support EA’s employees and other IT departments in purchasing activities of software assets, IT equipment and services, while operating within EA’s people, process, policies, and tools.

The IT Purchasing Specialist’s will provide Vendor Management Support to support IT Vendor Relationship Management, Contract Renewal activity, Vendor Information Management and Analysis, an coordination of various vendor management related activities and events.

Additionally, the IT Purchasing Specialist, having at least 2 years of experience in a purchasing related role, is able to take on additional responsibilities to the IT Purchasing Analyst role, such as:

• All-around knowlege of EA’s IT purchasing process, across all regions, entities and type of IT assets to be purchased (hardware, software, contracted services, etc.)
• Actively participates, supports, and takes initiative in any process improvement or process automation efforts within the IT Purchasing departement
• Is able to onboard as well as continue to support new hires in the IT Purchasing department from an operational perspective
• Is actively involved and supports EA IT’s global asset management / tracking effort

1.2 – Job Responsabilities

1. Hardware Purchasing

1.1. Type of assets

The IT Purchasing Specialist will offer purchasing support capabilities for the following type of IT assets (but not limited to the below):

- Software assets

- Console devkits, testkits and retailkits

- Laptops, desktops and servers and peripherals

- Video conferencing, networking equipment

- Mobile devices such as handsets, tablets, etc.

1.2. Type of work

The IT Purchasing Specialist will:

- Receive and process purchase & asset provisioning demand requests

- Liaise with Software Asset Management team for any queries relating to software orders

- Liase with Vendors/Suppliers for quotations for Software Purchases

- Validate and work with teams to correct/complete data needed to select an existing asset and reroute to the appropriate team for provisioning or create a Purchase Request (PR) for a new asset.

- Use the EA tool to create a PR and correctly route for approvals.

- Ensure charter of accounts (COA) coding is valid prior to submitting PR’s for approval.

- Ensure PO’s, once created, are provided to the initial PR requestor, budget owner and vendor

- Track and Record Software asset purchase and licensing information in centralised Software purchasing files

- Receive invoices from vendors

- Send invoices to budget owners for approvals

- Send approved-for-payment invoices to Accounts Payable (AP)

- Send order confirmation and software licensing details to requester.

- Receive invoice support demand requests and provide support to resolve invoice related questions/requests.

- Provide support for PR related questions

- Provide ad-hoc support, reporting and analysis for historical Purchase Orders (PO’s)

- Be prompt and 100% accurate in the processing and completions of requests

- Report on a monthly basis to Software Asset Manager on purchasing, to review tickets and discuss any spikes with particular vendors or sites.

- Is knowledgeble and experienced all-around about EA’s IT purchasing process, across all regions, entities and type of IT assets to be purchased (hardware, software, contracted services, etc.), being able to work efficiently with any purchasing requests, no matter the category, region, or vendor.

- Train, onboard and advice new hires to the IT Purchasing department on how daily operations and makes sure new hires get familiarized with EA’s specific enterprise purchasing tools and policies so that the new hire can reach maximum operational efficiency in the shortest possible time.

- Continues to support recent hires to the IT Purchasing department in handling rarer or exceptional scenarios related to the enterprise purchasing process within EA

2. Asset Management

2.1. Type of work

The IT Purchasing Specialist will offer asset management support capabilities for the following type activities (but not limited to the below):

- Shipping of EA goods internationally from one EA location to another and working with GL team for asset transfer between ledgers, if the case

- Entering asset information in EA related tools such as Oracle and EA’s asset management solution(s)

- Makes sure EA’s processes and policies are correctly followed when purchasing IT related fixed assets, advices other departments involved in the fixed asset lifecycle around the correct action as well as notifies or escaletes any issue to appropiate channels (global asset management team / finance / manager / etc.)

- Supports the global asset management team with any issues related to fixed asset registered in EA’s asset tracking systems for IT related fixed assets

- Supports the global asset management team in making sure EA’s IT fixed assets are managed and tracked correctly within EA’s asset tracking tools: data entry consistenty / correction, reconciliations during audits / disposals / resales, RMAs, etc.

- Advocates EA’s global asset management and tracking systems and policies to other departments within EA that are on course of adopting these tools and policies, advising stakeholders on potential benefits, tips and tricks, etc.

- Coordinating with vendors, GL, local teams, Site IT, etc. in order to ensure proper disposal / resale / destruction of EA IT assets

- Working with vendors and supporting users and Site IT in actions related to console troubleshooting, replacement, repairs, incidents

2.2. Type of responsabilities

The IT Purchasing Specialist will:

- Understand and operate within the EA people, process, policies, & tools related to asset mgmt

- Control, manage and protect EA assets.

- Responsible for maintaining up to date and historical records of IT Hardware and Software assets within the Global IT Asset tracking system(s).

- Support Vendor Management services related to asset receiving, repair hand-off and disposal

- Day to day management of hardware and software assets and maintenance ensuring that contractual obligations are monitored, measured & issues appropriately escalated in time.

- Assist in development and maintainance processes for Asset Management, undertaking regular audits to ensure compliance

- Maintain the IT Asset Inventory system, providing appropriate reports to support the planning & budgeting cycle.

- Follow disposal and destruction of IT equipment in accordance with IT’s & Financial process and procedures and as per Country government legislation.

- Support the Moves process by facilitating and co-ordinating the efforts of IT.

- Identify new asset management service opportunities so as to maximise IT investment

- Having mastered EA’s enterprise purchasing processes and tools, the IT Purchasing Specialist will continously monitor operations, identify gaps and opportunities and suggest tool / proceess improvement to maximize efficency of the purchasing process and ease of use for the business stakeholders

- Is actively involved in the on-going process / work automation efforts on a department level: identifies automation opportunities, gives feedback on automation logic and design, supports development and go-to production of automation scripts with continuous feedback and suggestions, continues to monitor already implemented automation tools and report on results and gained efficiencies.

- Continously looks for new opportunities for the IT Purchasing team to support EA IT business operations by adding new type of work and services to the team’s responsibilities or improving on current ones. Documents and brings these suggestions to the IT Purchasing manager for analysis.

4. Contract Management

4.1. Contracted & maintenance services

The IT Purchasing Specialist will offer purchasing support capabilities for the following type of IT contracted services (but not limited to the below):

- Mobile communication lines & landlines

- Rental & storage services

- Hardware warranty renewals for IT equipment

- Network and internet services

- Other IT contracted services

- Works closely with the EA IT’s Finance Parteners and business owners to make sure all EA IT POs for contracted services, statements of works, subscription, maintenance, etc are receipted regulary and in a timely manner so that actual costs are captured correctly and on time in EA’s financial systems.

- Notifies the IT Purchasing manager and busines owner on any process issues related to the monthly receipting and actuals process, suggesting process improvements, if the case.

2 – Job specification (requirements)

2.1 – Education

2.1.1 – Bachelor’s degree: major in either Information Technology related fields or Economics related fields

2.1.2 - High school diploma: high school diploma in Information Technology related field

2.2 – Experience

Description

Advanced Microsoft Office skill (with an emphasys on Excel)

Advanced understand of SQL databases

Previous work experience with Oracle E-Business Suite (iProcurement, iExpense)

English – fluent

General knowhow related to IT hardware & software

2.3 – Skills

Description

Resource management skills

Asset type resource management

Financial type resource management

Social skills

Service oriented

Negotiation skills

System related skills

System analysis

Decision making

System evaluation

Tehnical skills

Equipment selection skills

Anlysis of operations

Monitoring of operations

Cognitive skills

Problem identification

Deductive analysis

Inductive analysis

Organizing information

The ability of the classification

Comparison speed

Number processing