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IT Procurement and Budget Specialist

Job Introduction

Manages budget & procurement activities related with change and information technology, in conjunction with the purchase area in Finance. Ensures Project services, IT products and IT services (hardware, software, maintenance and support services, etc.) are purchased in the most cost- and time-efficient manner. Oversees the evaluation and selection of vendors as well as the negotiation of purchase contracts or service level agreements. Handles problems with vendors or products as necessary. Ensures that project and department milestones are met, while adhering to approved budgets. 

Guarantees invoices meet requirements, terms, approvals, and conditions defined in contracts before they are paid.

Role Responsibility

Department and Program/Project Budget Management:

  • Invoice management: Programs and IT in general; Break down by Teams within IT (Infrastructure | Development | Change Team)
  • Seek Approvals based on Amount Limits and Allocation of expenses; works with Finance for payments processing.
  • Invoice inbox management
  • Budget and Forecasting - Adaptive (software) management: Maintain the Budget updates, Maintain the BEF (Best Estimate Forecast) for Miami and all local countries; Track actual expenses to invoicing
  • Follow up with the Change & IT team regarding anticipated expenses
  • Accruals, reconciliation and budget corrections management
  • Ensure Hardware Equipment Purchases over a certain amount. (Servers, laptops, phones, furniture, etc…) are broken down by Projects vs. Business as Usual (BAU)
  • Expense management in Concur for Change and IT: Expense approval is up to date and correctly allocated; Re-class if needed.
  • Manage programs budget in close relationship with Finance reporting and the Program Managers, reporting monthly on project performance
  • Seek Approvals based on Amount Limits; Allocation of expenses as it refers to programs.
  • Manages vendor relationships for all projects in the Change & IT category
  • Together with Change & IT leaders, this position is responsible to create request for proposals (RFP), Requests for quotes (RFQ), and Requests for Information (RFI) for services and products in the Change & IT Department
  • Evaluate responses to RFPs, ITBs and RFQs for IT acquisitions. Exercises considerable independent judgment and technical expertise in developing and grading vendor qualification requirements, technical requirements, following contract specific language as per Legal advice, and detailed evaluation criteria for each RFP, RFQ and ITB
  • Manage Services Inventory: Negotiate contract renewals, place bids to obtain the business of new vendors, discuss pricing, and monitor all aspects of the terms of a contract

The Ideal Candidate

  • Spanish and English proficiency required and ability to travel to USA up to 30% of the time
  • Bachelor’s degree in Computer Science, supply chain management, business management, or business analytics. Voluntary certifications, such as Certified Purchasing Professional (CPP) or Certified Supply Chain Professional (CSCP) preferred.
  • A minimum of three – 5 years of experience in the procurement of data processing and telecommunications equipment, supplies and professional services is required. Additional experience may substitute for required education on a year-for-year basis.
  • Experience in overseeing contracts for strategic IT products & services.
  • Experienced in the preparation of sourcing documents, i.e. Request for Proposals (RFP), Invitation to Bid (ITB), Request for Quotes (RFQ).
  • IT contract management knowledge, including terms and conditions, to lead discussions with IT operational staff on distributed and mainframe software licensing, hardware configuration, IT security protocols, professional services payment streams and deliverables, proper sourcing tools, etc
  • Ability to discuss contract terms and conditions when meeting with Change & IT leadership
  • Experience in assessing costs and negotiating vendor and supply prices, placing bids with different vendors as required

About the Company

Bupa Global is an Equal Opportunity Employer

Bupa is an equal opportunity employer and in compliance with the law prohibits discrimination against applicants and employees based on the following characteristics: veteran status, uniformed service member status, sex, race, color, ancestry, national origin, religion, age, marital status, sexual orientation, pregnancy, childbirth and related conditions, familial status, citizenship, sickle cell trait, AIDS/HIV status (actual or perceived), genetic information, testing or characteristics or any other legally recognized status entitled to protection under federal, state, and local anti-discrimination laws. Bupa’s Equal Employment Opportunity Policy applies to all applicants and employees with respect to all terms and conditions of employment, including recruitment, hiring, training, compensation, transfer, layoff recall, benefits, promotion and separation.

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