Job Description

JOB SUMMARY
Manage the procurement process for Asia Pacific projects, including relationships with vendors, securing bids and quotations for projects, presenting final estimates to IT management, ordering of equipment, coordinating the delivery of equipment to sites, arranging and overseeing the billing processes for each location. Generate purchase orders, agreements, contracts etc. as required. Facilitate departmental orientation and training of new hires. Reconcile expenses (internal and external).
Support the IT team with asset management; create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Oversee, collate and catalogue market research, project analysis and vendor/resource library. Effectively manage multiple projects at the same time, meet deadlines and exhibit strong communication skills.
Manage daily administrative operation of the IT department at the MVCI Asia Pacific Regional Office. Securely transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers.
Follow all company and safety and security policies and procedures; ensure uniform and personal appearances are clean and professional. Maintain confidentiality of proprietary information and protect company assets. Report all accidents, injuries and unsafe work conditions to management. Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language; answer telephones using appropriate etiquette. Prepare and review written documents accurately and completely; read and visually verify information in a variety of formats. Comply with quality assurance expectations and standards. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 5kg without assistance. Perform other reasonable job duties as requested by Supervisors.
CORE WORK ACTIVITIES
Procurement and Contracting
Primary liaison and administrator for vendor management activities in the region, manage vendor relationships and track contractual agreements; conduct vendor performance reviews and evaluation
Regularly organize & conduct pricing benchmark to ensure vendor competitiveness
Identify and research for potential vendors (not only for IT equipment, but for software vendors as well) within MVW guidelines, secure bids and quotations i.e. RFP
Create and maintain the vendor library for the record keeping and future reference
Conduct quarterly review of vendors, check on each vendor's insurance documents and other agreement to ensure the vendor remains in line with MVW policies
Periodically review the company's IT hardware standard and software standards to ensure they are up to date in the vendor's catalog and in practice
Ensure risk assessment of vendors and alignment with MVW Risk Assessment team
Ensure timely procurement and delivery of IT equipment to the Singapore offices, and/or project locations required
Educate and conduct training for the IT onsite team on the procurement process and IT Services system to support the business units and guide the existing associates onboarding process for off-site locations.
Develop procurement process for existing and new countries taking into consideration of various country's regulations.
Liaise with Business Units (especially during projects) to determine their product & service needs, ensure it meets their requirement & within the approved budget.
Align with Service Procurement, IT, Risk Management and Security team leadership, and other internal stakeholders to assist with achievement of department strategies.
Project Management and Delivery
Assist with design and delivery of project management plans and reports within project timelines
Provide guidance to business partners on IT plans pertaining to projects
Partner with site IT associates on projects movement and needs
Provide guidance to ensure the success of project delivery on-time. Coordinate internal resources for flawless project execution
Coordinate with Finance in preparation of budget files for each project.
Maintain project documentation i.e. risk assessment, audits, scope of work, etc.
Escalate and manage project risk and contingency plan
Support Management
Maintain record for Software licenses, hardware support's license expiry and tracking for all sites in the AP region.
Assist in the system upgrade for IT Services Tools, gather the requirement and perform the data migration
Support site hardware refresh plans and provide recommendation on hardware standards internally before liaison with the vendors
Assist with preparation of annual IT budgets and long-range plans
Assist management in process improvement to resolve any hardware end-of-life, or delivery issues
Provide generic support to IT Field Services team wherever required
Asset Management
Create and maintain a thorough and efficient record system to track all IT assets across AP region.
Oversee, collate and catalogue market research, project analysis and vendor/resource library.
Coordinate the leasing of IT equipment as directed by IT management
Liaise with IT and site management to coordinate the return of IT equipment for all leavers.
Administer and maintain the hardware refreshment and life cycle, and acts as the primary liaison with the business for disposal of hardware (with or without value)
Policies and Procedures
Protect the privacy and security of guests and coworkers.
Maintain confidentiality of proprietary materials and information.
Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
Follow company and department policies and procedures.
Perform other reasonable job duties as requested by Supervisors.
Communication
Provide assistance to coworkers, ensuring they understand their tasks.
Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
Speak to guests and co-workers using clear, appropriate and professional language.
Working with Others
Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
Develop and maintain positive and productive working relationships with other employees and departments.
Support all co-workers and treat them with dignity and respect.
Quality Assurance/Quality Improvement
Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
Comply with quality assurance expectations and standards.
Monitor the performance of others to ensure adherence to quality expectations and standards.
Personal Computer Support
Maintain accurate inventory of desktop and laptop computers and related peripherals (e.g. printers, scanners, etc).
Support the IT team with the development of training materials and procedures related to the proper use of hardware and software.
Physical Security
Support the Information Technology team with:
Educating users regarding procedures for ensuring physical security of technological devices (e.g., personal computers, handheld devices including cell phones).
Ensuring all backup tapes are locked in a secure location.
Educating users regarding procedures for securing Personal Identifiable Information (PII).
Ensuring the workshop, computer and telephone rooms are kept locked at all times and access is restricted.
Ensuring that computer and telephone rooms are free of food, drink, and trash.
Maintaining compliance with policies regarding limiting the storage of excess materials in the computer and telephone rooms.
Ensuring redundant hardware is decommissioned, wipe and disposed in strict accordance with corporate policies.
CANDIDATE PROFILE
High school Diploma/GCSE/O'Level equivalent
Technical IT training is advantageous
Experience in Procurement or administration, preferably within an IT environment