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IT Administration and Procurement Coordinator

3 months ago

Huddersfield West Yorkshire, United Kingdom Oxalis Logistics UK Limited Full time

Job Title: IT Administration and Procurement Coordinator

Location base: Huddersfield

Total Reward Package;

  • Basic salary up to £33,000
  • Pension 4% EE 6% ER
  • Holidays 23 days per annum increasing with service + 8 bank holidays
  • Life Insurance of 2 x salary
  • Fuel Card
  • Free Onsite Parking
  • Cycle to Work Scheme
  • Local Gym Discounts
  • Vodafone Discounts
  • Training and Development
  • Employee Assistance Programme

Summary of the Role:

The IT Administration and Procurement Coordinator is responsible for managing and optimizing IT procurement processes, ensuring alignment with ISO 27001 standards, and maintaining effective supplier and contract management. This role supports the integration of IT procurement with central procurement functions, enforces cost control, and simplifies administrative tasks related to procurement and invoicing. Additionally, the coordinator oversees software license management, assists with IT policy compliance, and supports IT budget processes. By improving procurement and compliance procedures, the role enhances operational efficiency and adherence to corporate standards and legal requirements.

Key Duties:

  • Understand and support IT policies and procedures, ensuring alignment with IT Procurement Policy and ISO 27001.Manage updates and adjustments to policies in response to changing business needs.
  • Oversee supplier management standards and administration, ensuring compliance with ISO 27001.
  • Review and enhance procedures for supplier reviews and documentation. Improve contract management processes for IT systems managed both within IT and by BUs/CCs.
  • Manage software licenses within IT, ensuring compliance with directives from senior IT managers. Coordinate licenses for software managed outside of IT in collaboration with business managers.
  • Review and enforce IT purchasing policies, ensuring alignment with corporate and legal requirements.
  • Assist with the IT budget process, including checking costs and supporting invoice processing.

Responsibilities:

  • Understanding and Support of IT Policies and Procedures ensuring comprehension and support for IT Procurement Policy, ISO 27001 implications, and general IT policies and procedures. Manage updates, distribution, and adjustments of policies in response to business changes.
  • Provide assistance for internal audits and coordinate IT audits.
  • Supplier and Contract Management Oversight overseeing supplier management standards and administration, ensuring compliance with ISO 27001.Review and enhance existing procedures for supplier reviews, documentation, and alignment with central procurement practices.
  • Improve contract management processes for IT systems managed both within IT and by Business Units (BUs) and Cost Centers (CCs).
  • Manage and coordinate software licenses within IT, ensuring compliance with senior IT managers' directives. Review and coordinate licenses for software managed outside of IT in collaboration with business managers.
  • Enhance authorization processes for new licenses and improve overall license management procedures.
  • Review IT purchasing policies and ensure proper enforcement both inside and outside of IT. Coordinate purchases with central purchasing to align with corporate and legal requirements. Monitor both IT purchases made within and outside of IT departments.
  • Provide support for the IT budget process, including checking IT costs and assisting with regular invoice processing.
  • Review internal IT invoice processes and suggest improvements to ease administrative burdens for IT managers. Coordinate the recharge process for cost allocation to BUs/CCs and explore better mechanisms for recharge.

Hours of work: 08:30 17:00, Monday to Friday (37.5 hours per week) with one hours unpaid lunch break per day.

Requirements:

  • Ability to analyse, review and improve procurement, budgeting, and cost management processes, including invoice and license management
  • ability to implement and migrate systems efficiently.
  • High attention to detail for managing documentation, ensuring compliance with legal and corporate standards, and maintaining accurate records for audits
  • Excellent communication and coordination skills to work with central procurement, IT staff, and business managers, ensuring alignment and smooth operations.
  • Capability to manage and update IT policies and procedures, ensuring they reflect business changes and support internal audits and compliance efforts.

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