The IT Asset Management Coordinator will be responsible for vendor and contract management of existing and new deals, implementations and issue resolutions.
Regular contact with the global team for succession planning.
The IT Contract and Asset Management team will be responsible for :
a) Maintenance of a portfolio of IT contracts and assets, including set up of asset database
b) Vendor management of the IT related suppliers, including clean-up of portfolio which includes contract gap analyses
c) Receipt and / or handover of new contracts upon signature for implementation and ongoing management
d) Management of true up / true down processes in line with the existing contracts.
e) Review, renewal and retirement of IT assets as part of asset lifecycle management
Work alongside procurement colleagues to assist with developing statements of work (SOWs) and understand any current requests for information (RFIs), requests for quotations (RFQs) and requests for proposal (RFPs) that are in the pipeline.
Establish contract management objectives, procedures, templates and workflow processes for vendor contracts and deliverable schedules.
Maintain a contract management database that contains all executed contracts, as well as contracts that are under development but are not yet active.
Moreover, track obligations, deliverables and contract change notes. Manage and control access to documents as appropriate.
Work with legal representatives to develop and insert appropriate legal protections in contracts, as warranted.
Work with all teams (security, compliance and tax, HR, accounts payable AP , and so on) to ensure that vendors are performing in accordance with existing requirements and regulatory obligations.
Develop a knowledge base of negotiating strategies, best practices, and negotiation personnel and teams. Make improvements to processes, procedures, workflow and organizational structures for contract management.
Administer commercial and financial arrangements with vendors to include billing, invoicing, performance incentives and remedies, and internal chargebacks, where appropriate.
Work with vendors and key stakeholders to establish clear contract change control processes.
Minimum 2-4 years’ experience of IT sourcing and / or IT contract management
Keen eye for detail, sound financial knowledge, data analytical skills, communication and problem solving
Good communicator able to communicate comfortably with all levels of seniority
Customer focused responds to queries in a confident, courteous and positive manner
Previous experience of working in a fast paced procurement environment
Highly organised and able to prioritise tasks
Ability to build and maintain effective working relationships
Awareness of regulation and legislation on the markets involved
A proven team player with excellent communication skills, analytical skills and attention to detail
Completely literate in English language
The Publicis Groupe Procurement team is a board-mandated function providing holistic procurement business solutions to the companies within the Publicis Groupe.
The department’s motto is to Protect, Enrich, Challenge and Reduce Publicis Groupe spend via best-in-class procurement processes and negotiations.