JOB SUMMARY
Oversee APEME's IT procurement strategy from the Asia-Pacific region, assuring project success through vendor alliances, soliciting, and assessing bids and quotes, and giving detailed cost analysis to IT leadership. Responsible for the entire procurement cycle, from placing equipment purchases to coordinating shipment to numerous sites, as well as handling each site's financial documents. Draft and execute the relevant purchase orders, contracts, and agreements, as well as guarantee that new department members are properly inducted and trained. Maintain strict oversight over both internal and external spending reconciliation.
Provide vital support for IT asset management by creating and maintaining digital and physical file systems for the organization's records, reports, and documents. Assume responsibility for collecting and organizing industry research, project assessments, and keeping a comprehensive vendor and resource database. Demonstrate skill in managing many projects, meeting tight deadlines, and communicating effectively at all levels of the organization.
Manage the IT department's day-to-day administrative operations at the APEME Regional Office in Asia Pacific. Ensure that information and documents are securely and efficiently transmitted via digital, postal, or fax connections. Aside from computers, be able to use a number of typical office gadgets efficiently. Create correspondence, memoranda, and other important papers with numerous software apps. Manage the department's postal operations, including the receipt and distribution of incoming mail. Gather, organize, and file important records and business transactions. Easily retrieve and enter work-related information into computer systems.
CORE WORK ACTIVITIES
Procurement and Contracting
- Primary liaison and administrator for vendor management activities in the region, manage vendor relationships and track contractual agreements; conduct vendor performance reviews and evaluation.
- Regularly organize & conduct pricing benchmark to ensure vendor competitiveness.
- Identify and research for potential vendors (not only for IT equipment, but for software vendors as well) within MVW guidelines, secure bids and quotations i.e. RFP.
- Create and maintain the vendor library for the record keeping and future reference.
- Conduct quarterly review of vendors, check on each vendor’s insurance documents and other agreement to ensure the vendor remains in line with MVW policies.
- Periodically review the company’s IT hardware standard and software standards to ensure they are up to date in the vendor’s catalog and in practice.
- Ensure risk assessment of vendors and alignment with MVW Risk Assessment team.
- Ensure timely procurement and delivery of IT equipment to the Singapore offices, and/or project locations required.
- Educate and conduct training for the IT onsite team on the procurement process and IT Services system to support the business units and guide the existing associates onboarding process for off-site locations.
- Develop procurement process for existing and new countries taking into consideration of various country’s regulations.
- Liaise with Business Units (especially during projects) to determine their product & service needs, ensure it meets their requirement & within the approved budget.
- Align with Service Procurement, IT, Risk Management and Security team leadership, and other internal stakeholders to assist with achievement of department strategies.
Project Management and Delivery
- Assist with design and delivery of project management plans and reports within project timelines.
- Provide guidance to business partners on IT plans pertaining to projects.
- Partner with site IT associates on projects movement and needs.
- Provide guidance to ensure the success of project delivery on-time. Coordinate internal resources for flawless project execution.
- Coordinate with Finance in preparation of budget files for each project.
- Maintain project documentation i.e. risk assessment, audits, scope of work, etc.
- Escalate and manage project risk and contingency plan.
Support Management
- Maintain record for Software licenses, hardware support’s license expiry and tracking for all sites in the AP region.
- Assist in the system upgrade for IT Services Tools, gather the requirement and perform the data migration.
- Support site hardware refresh plans and provide recommendation on hardware standards internally before liaison with the vendors.
- Assist with preparation of annual IT budgets and long-range plans.
- Assist management in process improvement to resolve any hardware end-of-life, or delivery issues.
- Provide generic support to IT Field Services team wherever required.
Asset Management
- Create and maintain a thorough and efficient record system to track all IT assets across AP region.
- Oversee, collate and catalogue market research, project analysis and vendor/resource library.
- Coordinate the leasing of IT equipment as directed by IT management.
- Liaise with IT and site management to coordinate the return of IT equipment for all leavers.
- Administer and maintain the hardware refreshment and life cycle, and acts as the primary liaison with the business for disposal of hardware (with or without value).
Policies and Procedures
- Protect the privacy and security of guests and coworkers.
- Maintain confidentiality of proprietary materials and information.
- Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
- Follow company and department policies and procedures.
- Perform other reasonable job duties as requested by Supervisors.
Communication
- Provide assistance to coworkers, ensuring they understand their tasks.
- Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
- Speak to guests and co-workers using clear, appropriate and professional language.
Working with Others
- Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
- Develop and maintain positive and productive working relationships with other employees and departments.
- Support all co-workers and treat them with dignity and respect.
Quality Assurance/Quality Improvement
- Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
- Comply with quality assurance expectations and standards.
- Monitor the performance of others to ensure adherence to quality expectations and standards.
Personal Computer Support
- Maintain accurate inventory of desktop and laptop computers and related peripherals (e.g. printers, scanners, etc.).
- Support the IT team with the development of training materials and procedures related to the proper use of hardware and software.
Physical Security
- Support the Information Technology team with:
- Educating users regarding procedures for ensuring physical security of technological devices (e.g., personal computers, handheld devices including cell phone).
- Ensuring all backup tapes are locked in a secure location.
- Educating users regarding procedures for securing Personal Identifiable Information (PII).
- Ensuring the workshop, computer and telephone rooms are kept locked at all times and access is restricted.
- Ensuring that computer and telephone rooms are free of food, drink, and trash.
- Maintaining compliance with policies regarding limiting the storage of excess materials in the computer and telephone rooms.
- Ensuring redundant hardware is decommissioned, wipe and disposed in strict accordance with corporate policies.
CANDIDATE PROFILE
- High school diploma/GCSE/ O’Level equivalent (essential)
- Technical IT training (an advantage)
- Experience in Procurement, preferably within an IT environment
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
