Senior IT Procurement Officer

Key Responsibilities

• Purchasing Coordination: Handle internal purchasing requirements from the initial request through to order completion, obtaining quotations, assessing available options and maintaining contact with suppliers throughout the process.

• Commercial Review: Examine prices and purchasing alternatives to support economical decisions, while keeping expenditure records clear and identifying discrepancies requiring attention.

• Order Documentation: Produce purchase orders, process delivery paperwork and maintain the supporting documents needed to establish a complete record of each transaction.

• IT Product Sourcing: Arrange purchases of computers, screens, docking equipment, network hardware, accessories and consumables, alongside software licences, subscriptions, warranty cover and associated services.

• Specification Checks: Cross-check requested products against supplier proposals and order details. Consult technical colleagues to resolve unclear requirements and obtain technical approval where necessary before placing orders.

• Supplier Follow-Up: Track agreed fulfilment dates, outstanding purchases and collection arrangements, addressing incomplete commitments and bringing emerging delays or supply concerns to the attention of the relevant colleagues.

• Logistics and Stock Coordination: Organise incoming deliveries, collections and transfers of stock or equipment, helping departments receive the resources they need when required.

• Equipment and Asset Records: Keep an up-to-date record of devices, tools, materials and other Company equipment, including allocation details, serial numbers, supplier information and warranty status. Follow outstanding returns, replacements and related supplier actions.

• Administrative Records and Reporting: Maintain orderly supplier, pricing, inventory and purchasing records, ensuring files remain current and readily accessible. Compile progress summaries and operational reports when requested.

• Internal Support and Process Improvement: Assist departments with practical purchasing and administrative needs, identify weaknesses in existing workflows and recommend changes that improve accuracy, coordination and completion times.

Qualifications, Skills and Attributes

• Education: No specific academic qualification is stipulated; relevant practical experience and the ability to perform the role effectively will be central to the assessment.

• Experience: An established background in purchasing, logistics, stock administration, business administration or operational support is required. Experience within technology, engineering, facilities, distribution, construction or service environments would be beneficial.

• Language Skills: Fluency in both Maltese and English is essential for communication with colleagues, suppliers and other business contacts.

• Communication Skills: Able to clarify requirements, obtain accurate supplier information and provide concise updates on orders, delivery arrangements and unresolved matters.

• Interpersonal Skills: Comfortable working across departments and developing productive supplier relationships. Previous dealings with suppliers in Malta and overseas would be an advantage.

• Technical Skills: Practical familiarity with IT hardware, components, accessories, software licensing and terminology used by technology suppliers. Able to assess basic product specifications and distinguish between purchasing options.

• Microsoft Office: Confident using Outlook and Excel to manage correspondence, organise information and maintain reliable operational records.

• Systems and Asset Administration: Familiarity with purchasing software, inventory tools, asset registers or ERP platforms would be advantageous, as would experience with device assignments, warranty cases, supplier returns and licence renewals.

• Commercial Awareness: Able to evaluate quotations, identify pricing differences and weigh routine purchasing decisions against operational requirements and cost considerations.

• Organisation: A systematic approach to competing deadlines, detailed records and outstanding actions, with the accuracy needed to keep multiple activities progressing simultaneously.

• Self-Motivated: Capable of working with limited supervision, accepting responsibility for assigned work and seeing each task through to a clear conclusion.

• Professional Conduct: Dependable and measured in approach, with appropriate care when handling confidential information and business documentation.

• Problem-Solving: Able to recognise mismatched specifications, missing information and potential delays, resolve practical issues and involve technical colleagues when specialist input is needed.

• Adaptability: Willing to assist across different business functions and adjust priorities as operational needs change.

What's on Offer

• Compensation: A competitive salary package reflecting the successful candidate's experience, skills and responsibilities of the role.

• Working Hours: Full-time employment in Malta.

• Role Variety: Broad involvement in purchasing, logistics, supplier relationships, IT operational support and business administration within a growing organisation.

• Working Environment: A professional setting that recognises dependable delivery, thoughtful initiative and careful handling of business matters.

• Other Benefits: Details of any additional benefits will be confirmed during the recruitment process.

• Career Development: The opportunity to build specialist expertise in IT managed services while developing your procurement and operational administration capabilities.