Hybrid Procurement Administrator – IT Services

at ZALORA Group

• Job title: Procurement Administrator – IT Services
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Muntinlupa City, Philippines

About the role

• Procurement Administrator managing software and services invoice checks and procurement processes at ZALORA. Collaborating with internal stakeholders for efficient operations.

Responsibilities

• Develop and maintain strong working relationships with internal stakeholders across THE ICONIC.
• Manage software and services invoice checks, and handle purchase order creation and management, liaising with relevant departments to validate and process payments.
• Assist the other Procurement Administrator with the management and approval processes for software and service renewals.
• Perform general administrative tasks, including correspondence, follow-ups, and scheduling meetings.
• Contribute to the creation and maintenance of support documentation, such as knowledge base articles, solutions, workarounds, and process guides.
• Facilitate the approvals process and assist in preparing Deal Summaries and other required documentation for software and service renewals.
• Maintain and update supplier records, contracts, and pricing information in our system.
• Ensure all IT Business Partner (ITBP) related tickets and requests are logged and tracked in the JIRA system.
• Proactively respond to and resolve IT Business Partner (ITBP) related tickets and customer queries in a timely manner.
• Assist with conducting audits of software licenses in use across the business.
• Perform other tasks and duties as assigned.
• Perform general administrative tasks such as correspondence, follow-ups and scheduling meetings.

Requirements

• Prior experience in procurement, purchasing, or a related administrative role is required.
• Experience in cost analysis, budgeting, and forecasting.
• Strong organizational and time management skills, with the ability to prioritize, multitask, and meet deadlines and commitments.
• Comfortable with and enjoys performing manual and repetitive administrative tasks.
• Excellent communication and interpersonal skills, with the ability to work effectively with both internal stakeholders and external vendors.
• High attention to detail and accuracy in data entry and record-keeping.
• Analytical thinking and strong problem-solving abilities.
• Demonstrates initiative, enthusiasm, and a proactive, 'can-do' attitude.
• Process- and efficiency-driven, with the ability to identify and prioritize work effectively.
• Quick to learn new systems and processes, and open to new challenges.
• Knowledge of procurement best practices and relevant regulations is an advantage.
• Technical Experience: Experience utilising JIRA Service Desk for customer support and ticket management.
• Proficient in creating and managing purchase orders within Dynamics 365 Business Central.
• Advanced skills in Microsoft Excel, including formulas and Power Query, for data manipulation and reporting.
• Desired but not Essential: Experience using DocuSign and Legal Gateway for document management and approvals.
• Involvement in Software and Services organisational audits, analysis and transformation.
• Analysis of SaaS tools to identify duplication and opportunities for consolidation.
• Familiarity with Power BI for reporting and dashboard creation.

Benefits

• Amenable to hybrid work set-up