Vendor Management & Procurement Executive

GSPANN; Gurugram District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

GSPANN is seeking a Vendor Management & Procurement Executive in Gurugram to support procurement operations, vendor lifecycle governance, contract administration, and sourcing activities within an IT services environment.

The role requires strong vendor management, negotiation, and stakeholder management skills, with experience in IT procurement processes and governance. You will manage IT and non-IT spend, onboarding, and supplier performance to ensure timely delivery and cost-efficiency.

Qualifications

• Bachelor's degree in any discipline required; business-related qualifications preferred.
• Experience in procurement, vendor management, sourcing, or contract administration within IT services or consulting.
• Strong vendor governance, supplier lifecycle management, and compliance knowledge.

Responsibilities

• Vendor management including onboarding, maintenance, and performance monitoring.
• Procurement of IT and non-IT products and services, including vendor negotiations.
• Contract coordination, renewals, amendments, and compliance oversight.
• Sourcing, RFQ/RFP management, and PO processing with stakeholders.
• Maintain audit-ready procurement documentation and dashboards for KPIs.

Skills

Vendor onboarding

Vendor management

Sourcing / RFQ

Contract coordination

Stakeholder management

Negotiation

Analytical skills

Education

Bachelor's degree in any discipline

B.Com, BBA, MBA or related qualifications

Tools

ERP/Procurement platforms (SAP, Oracle, Ariba, Coupa, Zoho)

Job description

Job Summary

We are seeking a highly organized and proactive Vendor Management & Procurement Executive to support procurement operations, vendor lifecycle management, contract administration, and sourcing activities within an IT services environment. The role will be responsible for managing IT and non-IT procurement, onboarding and governance of vendors, contract coordination, cost optimization initiatives, compliance management, and ensuring timely delivery of products and services to support business operations.

The ideal candidate should possess strong vendor management, negotiation, and stakeholder management skills, along with experience in procurement processes within an IT company.

Key Responsibilities

Vendor Management

• Identify, evaluate, onboard, and manage vendors in accordance with company policies and compliance requirements.
• Conduct vendor due diligence, risk assessments, and background verification during onboarding.
• Maintain and update vendor master data, contracts, certifications, and compliance documents.
• Build and maintain strong relationships with suppliers, consulting partners, staffing vendors, software providers, and service vendors.
• Monitor vendor performance through predefined KPIs, SLAs, and periodic reviews.
• Address vendor-related issues, escalations, disputes, and service delivery concerns.
• Coordinate vendor renewals, performance improvement plans, and offboarding activities.
• Ensure adherence to company standards, information security requirements, and contractual obligations.

Procurement Management

• Procure IT and non-IT products and services including hardware, software licenses, cloud subscriptions, staffing services, professional services, office infrastructure, and other operational requirements.
• Source vendors and obtain competitive quotations based on business needs.
• Conduct commercial evaluations and negotiate pricing, payment terms, service levels, and contractual conditions.
• Create and manage Purchase Requisitions (PRs), Purchase Orders (POs), and procurement documentation.
• Coordinate with business stakeholders, finance, legal, IT, and operations teams for procurement approvals.
• Track procurement requests from initiation through delivery and closure.
• Ensure timely procurement and delivery while maintaining quality and cost efficiency.
• Manage procurement records and maintain audit-ready documentation.

Contract & Compliance Management

• Coordinate contract review, execution, renewals, amendments, and terminations with legal and business teams.
• Ensure vendor compliance with company policies, regulatory requirements, data protection standards, and information security guidelines.
• Maintain contract repositories and monitor contract validity and renewal schedules.
• Support internal and external audits related to procurement and vendor management.
• Ensure adherence to procurement governance and approval workflows.

Reporting & Analysis

• Generate procurement and vendor performance reports for management review.
• Track and report procurement spend, cost optimization initiatives, savings achieved, and vendor performance metrics.
• Analyze purchasing trends and identify opportunities for process improvement and cost reduction.
• Support budget planning, forecasting, and annual procurement planning activities.
• Develop dashboards and MIS reports for procurement and vendor management functions.

Required Qualifications

• Bachelor's degree in any discipline.
• Candidates with B.Com, BBA, MBA, or other business-related qualifications will be preferred.
• Relevant experience in procurement, vendor management, sourcing, contract administration, or supply chain operations within an IT services, technology, or consulting organization.
• 45 years of experience in Vendor Management, Procurement, Strategic Sourcing, or related functions.
• Experience managing IT vendors, staffing vendors, software/service providers, and procurement processes.
• Understanding of supplier lifecycle management and vendor governance practices.

Required Skills

• Strong negotiation, communication, and interpersonal skills.
• Vendor onboarding, due diligence, and lifecycle management.
• Procurement sourcing, RFQ/RFP management, and purchase order processing.
• Contract coordination and vendor compliance management.
• Strong analytical and problem-solving abilities.
• Knowledge of procurement best practices, supplier management, and spend analysis.
• Proficiency in Microsoft Excel, Word, PowerPoint, and procurement/ERP tools.
• Ability to manage multiple stakeholders and priorities in a fast-paced environment.
• Excellent documentation and record management skills.

Preferred Skills

• Experience with ERP and procurement platforms such as SAP, Oracle, Ariba, Coupa, Zoho, or similar systems.
• Knowledge of IT procurement including hardware, software licensing, cloud services, and staffing/vendor contracts.
• Understanding of supplier risk management and compliance frameworks.
• Experience in managing staffing partners and workforce vendors.
• Certification in Procurement, Supply Chain Management, Vendor Management, or Contract Management will be an added advantage.

Key Performance Indicators (KPIs)

• Vendor onboarding turnaround time.
• Procurement cycle time and PO processing efficiency.
• Cost savings achieved through sourcing and negotiations.
• Vendor performance and SLA compliance.
• Contract renewal and compliance adherence.
• Procurement spend visibility and reporting accuracy.
• Stakeholder satisfaction and service delivery effectiveness.
• Audit compliance and documentation accuracy.