Job Description

Our client is recruiting a Finance & Procurement Coordinator

 Job Purpose:

The Finance & Procurement Assistant will be responsible for managing the administrative, financial, and logistical aspects of the IT department's procurement lifecycle. This role acts as a vital liaison with the Procurement and Finance departments, ensuring timely processing of purchases, accurate tracking of licenses and renewals, and proper financial reporting. Additionally, the coordinator maintains the IT department’s budget, tracks spending against forecasts, and supports financial planning.

Key Responsibilities:

Procurement Management:

• Liaise with the Procurement Department to initiate and process all IT-related purchases.
• Ensure timely approval and issuance of Purchase Orders (POs) and track their status through delivery and invoicing.
• Maintain a comprehensive procurement tracker, logging all purchases with relevant metadata (vendor, cost, department, etc.).

License & Contract Administration:

• Maintain a centralized and up-to-date register of all IT licenses, subscriptions, warranties, and contracts.
• Monitor expiry dates and initiate timely renewal or cancellation processes.
• Coordinate with internal stakeholders for renewal decisions and budgeting implications.

Budget Management & Financial Oversight:

• Maintain and update the IT department’s budget, including forecasts and actuals.
• Track all IT expenditures against budget allocations and provide monthly reporting.
• Flag budget variances and assist in reforecasting exercises when needed.
• Ensure correct classification of spend (CAPEX/OPEX) and assist Finance in amortization planning.
• Provide cost breakdowns and support financial analysis for business cases and IT initiatives.

Documentation & Compliance:

• Ensure accurate record-keeping for all procurement and financial transactions (e.g., POs, invoices, contracts).
• Support compliance with internal financial controls and audit readiness.
• Maintain asset and inventory records, and ensure they align with purchase and budget data.

Key Skills & Competencies:

• Strong organisational and administrative skills with excellent attention to detail.
• Basic understanding of procurement and financial processes.
• Proactive and capable of handling multiple priorities simultaneously.
• Effective communication and stakeholder management skills.
• Proficiency in Excel and experience with ERP, budgeting, or procurement systems.

Qualifications & Experience:

• Diploma or Degree in Business Administration, Finance, Procurement, or a related field.
• Minimum 2-3 years of relevant experience in a procurement, finance support, or budget coordination role—preferably within an IT or technical department.
• Familiarity with CAPEX/OPEX classification and license management is an asset.

Proactive reserves the right:  

• To call only the shortlisted candidates for interview. 
• Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.