Executive, Budget Admin

**Job Title**: Executive, Budget Admin & Procurement Support

**Reporting To**: Head, IT Finance & Procurement

**Job Purpose**:
The role is primarily responsible for managing and coordinating the IT budget within the IT department, including the submission and monitoring of both CAPEX and OPEX costs. The position also provides procurement support, ensuring the smooth processing of purchase requests, orders, and payments, while ensuring compliance with internal policies. Additionally, the role involves assisting with supplier management and vendor due diligence assessments, contributing to efficient procurement processes that support the organization’s business objectives.

**Key Responsibilities:1. Budget Administration and Coordination**
- Manage and coordinate the IT budget within the IT department, covering both CAPEX and OPEX costs.
- Submit monthly IT accrual listings to the IT Budget Coordinator in a timely manner.
- Provide analysis of IT expenditures on a weekly and monthly basis.
- Monitor chargebacks and generate regular reports.
- Assist with the development of short
- and long-term IT systems planning and budgeting strategies in collaboration with other stakeholders.

**2. Procurement Support**
- Process catalogue and non-catalogue Purchase Requests (PRs) and Direct Payments.
- Create Purchase Orders (POs) for all approved PRs and ensure they are routed for the next approval process.
- Advise and guide users on procurement policies and procedures.
- Identify and report non-compliance activities to management.

**3. Supplier and Vendor Management**
- Collaborate with sourcing/procurement teams for sourcing-related requests.
- Assist in supplier registration and conduct Vendor Due Diligence assessments for all IT suppliers.
- Work with Contract Management and Legal teams for contract development when necessary.
- Ensure all supplier-related documentation and contracts are organized and compliant with policies.

**4. Inventory Management and Documentation**
- Maintain proper records of all purchases, including expenditure documentation, approvals, rate cards, etc.
- Ensure that all procurement-related documentation is up-to-date and easily accessible.

**5. Policy Compliance and Reporting**
- Ensure that procurement policies and procedures are followed in all procurement activities.
- Provide regular reporting on procurement and budget-related metrics, highlighting any discrepancies or issues.
- Keep up-to-date with the latest procurement policies and practices to ensure continuous compliance.

**Key Accountabilities**:

- **IT Budget Coordination and Monitoring**:

- Achieve accurate and timely budget tracking, weekly/monthly reporting, and payment issuance.
- Manage and monitor IT-related expenses in alignment with budget constraints and organizational priorities.
- **Procurement Process Management**:

- Ensure all procurement activities are processed within defined SLAs and in compliance with policies.
- Manage non-catalogue PRs and guide users in compliance with procurement procedures.
- **Supplier Management & Vendor Due Diligence**:

- Ensure proper supplier registration and completion of Vendor Due Diligence assessments.
- Maintain good relationships with suppliers and ensure their compliance with contract terms.
- **Procurement Policy Compliance & Communication**:

- Advise users on procurement best practices and enforce policy compliance.
- Communicate and implement updates regarding procurement procedures and policies across the department.
- **Budget Submission & Reporting**:

- Manage the preparation and submission of IT budget reports.
- Provide detailed analysis of IT spending and make recommendations for adjustments as necessary.
- **Cross-Department Collaboration**:

- Work closely with other departments to ensure IT budgets and procurement strategies are aligned with business objectives.
- Stay updated on internal and external changes in procurement policies and incorporate these into department practices.
- **Inventory Management**:

- Ensure proper documentation and organization of inventory, approvals, and procurement records.
- **Contract Management**:

- Collaborate with relevant departments to manage and develop supplier contracts.
- Ensure contracts meet organizational needs and are legally compliant.

**Key Challenges**:

- Managing budget constraints while maintaining operational efficiency.
- Ensuring compliance with procurement policies, especially in the face of changing regulations and requirements.
- Handling high-volume workloads and maintaining accurate documentation despite tight deadlines.
- Managing relationships with multiple suppliers and ensuring their compliance with established agreements.

**Job Type**: Contract
Contract length: 12 months

Pay: RM3,000.00 - RM5,000.00 per month

**Benefits**:

- Health insurance
- Maternity leave
- Opportunities for promotion
- Professional development

Schedule:

- Day shift