IT Procurement Specialist
PT XanhSM Green & Smart Mobility
- Full-Time
- On-site • Jakarta Pusat
- Negotiable
No Sign Up Required!
Job Description
Sourcing & Competitive Bidding
- Receive approved purchase requests from the Manager/Team Lead and translate them into clear RFQ/tender documents with accurate technical specifications
- Source and shortlist qualified vendors; obtain a minimum of 3 vendor quotes for every purchase above the defined threshold
- Build objective bid comparison sheets (price, spec compliance, lead time, warranty, payment terms) and present a recommendation to the Manager
- Document business justification for any single-source request and route it to the Manager for sign-off before committing
- Negotiate pricing, delivery timelines, and terms within the mandate set by the Manager
Purchase Order & Transaction Execution
- Raise purchase orders accurately against approved budget lines after the Manager's approval
- Track every open PO from issue → delivery → invoice → payment documentation; ensure nothing stalls
- Prepare complete payment packages for the Manager / Finance: PO, contract, signed delivery confirmation, invoice, and warranty
- Keep all procurement records audit-ready at all times
Delivery Verification & Asset Management
- Verify that delivered goods/services match the PO in specification, quantity, and quality before recommending payment release
- Conduct or coordinate physical inspection of hardware and installed systems — including on-site checks at taxi depots
- Maintain the IT asset register: every device, its location (office/depot), assignee, warranty status, and maintenance schedule
- Maintain the depot technology asset register in coordination with Depot Managers
Contract, License & Software Management
- Maintain a complete register of vendor contracts and SaaS/software subscriptions with renewal dates, costs, license counts, and business justification
- Provide advance renewal reminders to the Manager so renewals are reviewed, not auto-renewed by default
- Track warranties and ensure faulty in-warranty items are replaced/repaired at no extra cost
Procurement Integrity & Fraud Prevention (Critical Accountability)
- Enforce the mandatory competitive bidding process for all purchases above threshold
- Maintain the declared vendor relationship register; surface any disclosed (or suspected) conflict of interest to the Manager
- Conduct periodic market price benchmarking for common items and flag quotes that deviate from market Uphold separation of duties: the requester, approver, and delivery-verifier must be different people — never bypass this
- Support random audits of delivered goods against POs Report any suspected irregularity to the Manager without delay and preserve all supporting records
Reporting & Coordination
- Produce a monthly procurement spend report for the Manager: actual vs. budget, open commitments, pending deliveries, and forecast
- Keep procurement data structured and SAP-ready for finance integration
- Coordinate with Finance on PO–invoice matching and payment scheduling
- Coordinate with Operations and Depot Managers to time deliveries/installations with minimal disruption
Requirements
Education & Qualifications
- Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Information Technology, Accounting, or a related field
- CIPS (Chartered Institute of Procurement & Supply) certification, or equivalent procurement training, is a strong plus
- Working familiarity with IT hardware/software categories (computers, networking, CCTV, SaaS licensing) is required even if the degree is non-technical
Work Experience
- Minimum 2–4 years in procurement, purchasing, or vendor management — ideally including IT/technology categories
- Hands-on experience running an end-to-end purchasing cycle: requisition → RFQ/bidding → PO → delivery verification → payment documentation
- Experience comparing vendor quotes and negotiating price/terms Experience maintaining asset registers, contracts, and warranty records
- Experience working with a Finance team on PO–invoice matching and payment processing
- Experience in a multi-site environment (offices, depots, branches) is an advantage
- Exposure to ERP/procurement systems (SAP, Oracle, or similar) is highly valued — GSM IDN procurement data must be kept SAP-ready
Technical & Functional Knowledge
- Procurement process: writing RFQ/tender documents from technical specs, running competitive bidding, building bid comparison sheets
- IT category knowledge: enough understanding of laptops, desktops, network equipment, CCTV, cabling, peripherals, and software licensing to validate that a vendor quote matches the requested specification
- Price benchmarking: ability to research and maintain reference market prices for commonly procured items to detect inflated quotes
- Contract basics: reading SLAs, warranty terms, renewal dates, and payment terms; flagging unfavourable clauses to the Manager
- Documentation: maintaining purchase orders, contracts, delivery notes, warranties, and payment records in an audit-ready structure
- Spreadsheets / ERP: strong Excel/Google Sheets (lookups, pivot tables); data-entry discipline for ERP/SAP-bound records
- Software inventory: tracking SaaS subscriptions, license counts, renewal dates, and business justification
Tips Menjaga Diri
Perusahaan dan Lowongan di Dealls tidak meminta data pribadi, informasi rekening, atau pungutan ketika melamar. Hindari juga lowongan Google Form / Grup Telegram tanpa keabsahan yang jelas.
GreenSM Indonesia: Leading the Way in Sustainable Mobility Solutions
GreenSM Indonesia is part of GSM, an innovative technology firm that offers Vietnam's premier all-electric multi-service platform, now expanding its revolutionary approach to Southeast Asia. We provide reliable and eco-friendly mobility solutions, including electric taxis, motorbikes, and on-demand express services.
Our Mission:
To create a sustainable, green, and convenient transportation ecosystem that empowers communities to embrace a greener, smarter future. We believe in driving positive change and shaping a technologically advanced landscape for everyone.
Key Achievements by GSM in Just One Year:
- Became the second-largest ride-hailing platform in Vietnam, rapidly establishing itself as a leading player.
- Launched a groundbreaking product that has significantly impacted the transportation industry.
- Earned recognition as one of Vietnam's top 10 highlights within its economy.
The Road Ahead:
GreenSM Indonesia is committed to pushing the boundaries of innovation and sustainability in transportation. Join us in our mission to pioneer the future of mobility across the region and contribute to a cleaner, more sustainable environment for all.
Together, we are creating the blueprint for a green and intelligent future.
