Job Summary
The IT Procurement Specialist is responsible for the end-to-end sourcing and procurement lifecycle for all IT-related purchases within the MR DIY Digital Transformation function, managing the process from initial RFx and vendor selection through to contract execution and ongoing supplier performance management.
Acting as a vital strategic and operational bridge between IT, Legal, and Finance, the specialist develops sourcing strategies that are strictly aligned with both business and technology objectives. Through these strategies, the role safeguards procurement governance and compliance while proactively driving cost optimization across the entire technology supplier base.
This position ensures that the full spectrum of technology investments including software, cloud services, SaaS subscriptions, implementation partners, hardware, and professional services are procured with commercial efficiency and in strict adherence to Group governance.
The specialist is expected to lead commercial negotiations and maintain rigorous contract governance to secure favorable terms for the organization. This dual-natured role requires a combination of high commercial acumen, stakeholder management skills, and project coordination capabilities to successfully navigate the procurement lifecycle in a fast-paced retail environment.
Key Responsibilities
Technology Procurement & Strategic Sourcing
- Develop sourcing strategies: Build and execute sourcing strategies for technology solutions, implementation partners, and managed services aligned with business and IT objectives.
- Lead end-to-end sourcing: Run RFx processes (RFI, RFQ, RFP), tendering, and bidding for all IT-related initiatives from initiation to award.
- Drive vendor evaluation: Lead the assessment of vendors in collaboration with technical, business, and security stakeholders.
- Ensure optimal procurement decisions: Achieve the right balance of cost, quality, capability, scalability, and delivery risk.
Commercial Negotiation & Contract Management
- Lead commercial negotiations: Own the evaluation, negotiation, and contract execution for IT-related purchases.
- Partner on contract management: Review commercial terms, licensing models, service levels, and contractual obligations to ensure the company's interests are protected
- Secure group-wide commercial deals: Lead negotiations for agreements that encompass all international countries, leveraging the Group's collective scale to secure the most competitive deals and licensing terms available in the market
- Mitigate commercial risks: Identify and resolve potential risks before contract execution to protect the organization's interests.
- Maintain contract governance: Work with Platform Owners to manage the lifecycle of contract renewals, amendments, and termination timelines to prevent lapses in service. Develop centralised contract management repository for technology spend
Portfolio Procurement Governance
- Develop governance frameworks: Implement procurement standards and approval gates designed for large-scale technology initiatives.
- Standardize procurement workflows: Create consistent documentation and approval processes to ensure transparency and efficiency.
- Develop global agreement frameworks: Establish and maintain governance frameworks for master agreements signed under HQ; work with Finance and Legal to provide strategic advice on the most favorable legal entities and jurisdictions for signing contracts to protect the company's interests
- Monitor program progress: Track procurement activities across multiple concurrent programs to ensure visibility.
- Track procurement milestones: Proactively manage timelines to minimize delays in project delivery.
Vendor & Supplier Management
- Manage supplier documentation: Prepare, review, and manage supplier proposals, contracts, and related documentation in compliance with procurement policies and regulations.
- Monitor supplier performance: Track performance, drive improvement actions, and maintain strong, effective supplier relationships.
Financial & Procurement Planning
- Support IT spend planning: Contribute to budgeting, forecasting, and financial planning through accurate cost estimation and procurement planning.
- Collaborate cross-functionally: Partner with Finance, Legal, and Operations stakeholders on purchase requests, purchase orders, invoicing, and budget utilization.
- Uphold procurement compliance: Ensure adherence to procurement policies, procedures, and regulatory requirements across all sourcing activities.
- Identify cost optimization opportunities: Proactively seek ways to reduce technology spend and improve financial efficiency.
Continuous Improvement
- Establish best practices: Define and roll out the standard for technology acquisition within the organization.
- Develop procurement playbooks: Create templates and standard operating procedures (SOPs) on technology acquisition to guide the team and stakeholders.
- Improve procurement efficiency: Continuously refine sourcing cycle times to accelerate project delivery.
- Benchmark performance: Evaluate technology procurement practices against leading organizations to ensure competitive standards.
Job Requirements
- Bachelor's degree in Business, Supply Chain Management, Procurement, Information Technology, or a related field (or equivalent practical experience).
- 6-8+ years experience in procurement or sourcing, ideally with exposure to IT/technology category spend (hardware, software licensing, cloud, or professional services). At least 3 years managing technology procurement within large organisations.
- RFx & sourcing track record; demonstrated experience running RFI, RFQ, and RFP processes and end-to-end tendering/bidding cycles.
- Contract & negotiation experience; proven ability to negotiate and execute contracts for IT-related purchases.
- Working knowledge of procurement policy, contract fundamentals, and regulatory/compliance requirements.
- Able to communicate in English, Bahasa Malaysia, and Chinese.
