IT Financial and Vendor Management Administrator, Executive (PMO)

Tokio Marine Life Insurance; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading insurance company is seeking an IT Financial and Vendor Management Administrator to oversee budgeting and vendor governance in their IT department. The candidate will need to possess a relevant degree and extensive experience in vendor coordination and finance. Key responsibilities include managing budgets, processing invoices, and ensuring compliance with regulatory standards.

Qualifications

• At least a bachelor's Degree, Post Graduate Diploma, or Professional Degree.
• 2–4 years’ experience in an administrative, finance, or vendor coordination role.

Responsibilities

• Assist in preparing and monitoring IT department budgets (OPEX & CAPEX).
• Track invoices and reconcile expenses against budgets.
• Coordinate vendor onboarding and maintain contracts.

Skills

Attention to detail

Time management

Organizational skills

Communication skills

Education

Bachelor's Degree in Computer Science/Information Technology

Post Graduate Diploma

Professional Degree

Job description

IT Financial and Vendor Management Administrator, Executive (PMO)

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Job Function:
The IT Financial and Vendor Management Administrator supports the IT department in managing budgets, procurement processes, and vendor governance activities. This role is responsible for tracking IT expenditures, processing invoices and purchase orders, maintaining vendor contracts, and ensuring compliance with internal policies and regulatory requirements such as BNM guidelines.

The administrator coordinates with finance, procurement, and legal teams to facilitate vendor onboarding, renewals, and performance reviews while ensuring timely and accurate financial reporting. Strong attention to detail, organization, and communication skills are essential, as the role contributes to effective cost control, audit readiness, and optimized vendor relationships within the life insurance IT environment.

Responsibilities:

Assist in the preparation, consolidation, and monitoring of the IT department’s annual operating and capital expenditure (OPEX & CAPEX) budgets.

Track and reconcile committed/ actual expenses against budget allocations monthly.

Coordinate invoice processing, purchase requisitions, and goods/service receipt confirmations.

Prepare financial reports and variance analysis for IT management and finance teams.

Ensure compliance with financial policies, audit requirements, and regulatory standards (e.g. Bank Negara Malaysia’s outsourcing and IT risk guidelines).

Maintain and update IT vendor master records and contract repository.

Assist in the onboarding and renewal processes for IT vendors, including due diligence documentation and compliance checks.

Track contract expirations, renewals, service levels (SLAs), and performance evaluations.

Facilitate documentation for contract signing, payment terms, and change requests.

Procurement Administration:

Support the IT team in preparing documentation for sourcing, quotations, tender evaluations, and vendor selection processes.

Liaise with internal procurement and legal departments for compliance with procurement policies.

Requirements:

Candidate must possess at least a bachelor's Degree, Post Graduate Diploma, Professional Degree, Computer Science /Information Technology or equivalent

Minimum 2–4 years’ experience in an administrative, finance, or vendor coordination role — preferably in insurance, banking, or IT.

Strong attention to detail, time management, and organizational skills.

Good interpersonal and communication skills to work across departments and with external vendors.

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Your application will include the following questions:

Which of the following types of qualifications do you have? Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary?

Insurance & Superannuation 101-1,000 employees

Tokio Marine, established in 1879 as Japan's pioneering insurance company, has evolved into one of the leading insurers with established networks worldwide, offering an extensive selection of Life and General insurance products and solutions in 46 countries/regions worldwide.

Tokio Marine Life Insurance Malaysia Bhd. (TMLM) is an integral part of the Tokio Marine Group, holding a legacy of over 75 years in Malaysia. Today, with 16 branches nationwide, TMLM is dedicated to delivering innovative life insurance solutions, ranging from financial security to wealth enhancement, and to legacy planning. Our aim is to be the preferred life insurer trusted for generations.

Tokio Marine, established in 1879 as Japan's pioneering insurance company, has evolved into one of the leading insurers with established networks worldwide, offering an extensive selection of Life and General insurance products and solutions in 46 countries/regions worldwide.

Tokio Marine Life Insurance Malaysia Bhd. (TMLM) is an integral part of the Tokio Marine Group, holding a legacy of over 75 years in Malaysia. Today, with 16 branches nationwide, TMLM is dedicated to delivering innovative life insurance solutions, ranging from financial security to wealth enhancement, and to legacy planning. Our aim is to be the preferred life insurer trusted for generations.

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