IT Procurement & Contract Specialist

Keepit; Kraków; On-site; PLN 120,000 - 190,000; Full time

Benefits offered by this job

Umowa o pracę contract

Vacation days (4 extra)

Health and Life Insurance

PPK (Employee Capital Plan)

Multisport card

Training opportunities

English-speaking club

Polish language classes

Internet and glasses reimbursement

Office in Krakow city centre

Team events

Job summary

Keepit in Kraków seeks an IT Procurement & Contract Specialist to manage sourcing, contracting, and lifecycle governance for IT, SaaS, hardware, and datacenter contracts. Collaborate with IT, finance, and legal teams to secure favorable terms, oversee vendor relationships, and ensure GDPR/data protection compliance.

The role covers end-to-end procurement, contract lifecycle management, and international logistics for equipment across EU/UK/US/Brazil, including security screenings.

Qualifications

• 3–6 years of experience in IT procurement, technology contract management, or a related legal/commercial role — ideally in a SaaS or tech company
• Hands-on experience with hardware procurement and/or international logistics is a strong plus
• Strong understanding of SaaS licensing models, cloud agreements (AWS, Azure, GCP), and enterprise software commercial structures
• Familiarity with datacenter and colocation contract structures
• Working knowledge of customs processes, incoterms, and cross-border goods movements — EU, UK, US, or Brazilian import/export valuable
• Working knowledge of NIS2, GDPR, and supply chain security obligations and how these translate into contract language
• Ability to read and negotiate contracts with a practical, risk-proportionate approach — legal background helpful but not required
• Familiarity with contract lifecycle management (CLM) tools, procurement platforms, or legal ops tooling
• Structured, proactive, and detail-oriented with ability to manage multiple parallel workstreams
• Comfortable in a fast-moving scale-up with a lean team
• Fluent in English; Polish, Danish, German, French advantageous

Responsibilities

• Lead end-to-end procurement for software, SaaS, cloud infrastructure, servers, networking equipment, and other hardware
• Develop and maintain a preferred vendor list and sourcing playbook
• Drive competitive bidding and benchmarking for value for money
• Manage hardware procurement cycles including capacity planning and lead time tracking
• Coordinate with Engineering and IT Operations to consolidate spend
• Support the IT Governance Sub Group in evaluating new technology
• Conduct security and compliance pre-screening of vendors including ISO 27001, SOC 2 and DPT terms
• Own the full lifecycle of IT and SaaS vendor contracts — negotiation, execution, renewal, amendment, termination
• Manage datacenter and colocation agreements including SLA and exit provisions
• Maintain structured contract repository with key dates, renewals, spend commitments
• Negotiate favorable terms on pricing, liability, data processing, IP, exit rights
• Identify contractual risks and escalate to GC
• Drive standardisation of contract templates and approval workflows
• Ensure contracts comply with GDPR/NIS2 and internal security policies

Skills

IT procurement

hardware procurement

international logistics

SaaS licensing

cloud agreements

datacenter contracts

contract lifecycle management

contract negotiation

risk management

CLM tools

Tools

CLM tools

procurement platforms

legal ops tooling

Job description

About the Role

Keepit is looking for a structured and commercially minded IT Procurement & Contract Specialist. This is a cross‑functional role sitting at the intersection of technology, finance, and legal — responsible for both the sourcing and contracting of IT and SaaS vendors, and the ongoing lifecycle management of our technology agreements.

You will be the go‑to person for ensuring Keepit gets the best commercial terms from its vendors while maintaining a well‑governed, compliant, and transparent contract portfolio. Keepit operates its own datacenter infrastructure across multiple jurisdictions, which means this role spans everything from SaaS agreements and cloud services to hardware procurement, datacenter contracts, and the logistics of moving equipment across borders.

IT & Hardware Procurement

• Lead end‑to‑end procurement processes for software, SaaS, cloud infrastructure, servers, networking equipment, and other hardware — from needs assessment and RFP/RFI to vendor selection and onboarding
• Develop and maintain a preferred vendor list and sourcing playbook aligned with Keepit's technology stack and security requirements
• Drive competitive bidding and benchmarking to ensure value for money across the vendor portfolio
• Manage hardware procurement cycles including capacity planning inputs, lead time tracking, and coordination with Engineering and IT Operations
• Collaborate with IT, Engineering, Finance, and business stakeholders to consolidate spend and eliminate redundant tooling
• Support the IT Governance Sub Group (IGSG) in evaluating new technology and maintaining the tech register
• Conduct security and compliance pre‑screening of new vendors as part of the onboarding process, including review of certifications (ISO 27001, SOC 2), security questionnaires, and data processing terms

IT Contract Management

• Own the full lifecycle of IT and SaaS vendor contracts — negotiation, execution, renewal, amendment, and termination
• Manage datacenter and colocation agreements including power, cooling, physical security, SLA, and exit provisions
• Maintain a structured contract repository with visibility into key dates, renewal windows, spend commitments, and SLA obligations
• Negotiate favourable terms on pricing, liability, data processing, IP ownership, and exit rights
• Identify and flag contractual risks — including lock‑in clauses, auto‑renewals, and supplier concentration risks — and escalated to the GC as appropriate
• Drive standardisation of vendor contract templates and approval workflows
• Ensure contracts comply with Keepit's data protection obligations (GDPR, NIS2) and internal security policies, including appropriate audit rights and incident notification requirements

Hardware Logistics, Transport & Customs

• Coordinate the international transport of hardware — servers, networking gear, and related equipment — across Keepit's global datacenter footprint
• Manage relationships with freight forwarders, customs brokers, and logistics providers to ensure timely and compliant delivery
• Oversee import/export documentation, customs classifications (HS codes), and duty management — with particular attention to cross‑border shipments into and out of the EU, UK, US, and Brazil
• Ensure compliance with applicable export control regulations (e.g. EAR, dual‑use goods) and maintain required documentation trails
• Work with Operations and Finance to track hardware assets from purchase order through delivery, installation, and eventual decommission
• Identify and mitigate logistics risks including supplier delays, port bottlenecks, and customs holds

About You

• 3–6 years of experience in IT procurement, technology contract management, or a related legal/commercial role — ideally in a SaaS or tech company
• Hands‑on experience with hardware procurement and/or international logistics is a strong plus
• Strong understanding of SaaS licensing models, cloud agreements (AWS, Azure, GCP), and enterprise software commercial structures
• Familiarity with datacenter and colocation contract structures
• Working knowledge of customs processes, incoterms, and cross‑border goods movements — experience with EU, UK, US, or Brazilian import/export is particularly valuable
• Working knowledge of NIS2, GDPR, and supply chain security obligations and how these translate into contract language
• Ability to read and negotiate contracts with a practical, risk‑proportionate approach — legal background or paralegal training is a plus but not required
• Familiarity with contract lifecycle management (CLM) tools, procurement platforms, or legal ops tooling
• Structured, proactive, and detail‑oriented with an ability to manage multiple parallel workstreams
• Comfortable working in a fast‑moving scale‑up environment with a lean team
• Fluent in English; additional languages (Polish, Danish, German, French) are an advantage

About Us

Our platform provides customers with an immutable, historical archive of their data in systems such as Microsoft 365, Google Workspace, Salesforce, Entra ID, Dynamics 365, and Zendesk. We protect our customers against everything, ranging from ransomware to simple accidents. The majority of our back‑end components are written in clean, modern C++ using mainly purpose‑built components. Components responsible for business processes and data mining are built using Common Lisp. Everything runs on Linux. We pride ourselves on backing up billions of objects over foreign APIs using imperfect networks on systems with finite memory and making it all happen in a performant, reliable, and predictable way.

We Offer

• Official employment – Umowa o pracę contract
• 4 additional working days of vacation leave per full calendar year
• 3 days of internal sick leave without a doctor's note
• Health and Life Insurance
• Employee Capital Plan (PPK)
• Multisport card compensation
• Coverage of professional training sessions, meetups, etc.
• English‑speaking club with native speakers
• Polish language classes
• Internet and glasses reimbursement
• Cozy office in Krakow city centre (Długa, 72) with beverages, fruit, and cookies
• Winter and summer parties, events, team‑buildings