Senior Procurement Specialist

1. Vendor and Contractor Management and Contract Administration

Conduct negotiations with vendors and contractors regarding service fees, prices, delivery schedules, terms of cooperation, and contract negotiation and signing.

Monitor compliance by all parties with the terms and conditions of executed contracts.

Prepare and process contracts, addenda, approval protocols, and other related contractual documents.

Upload contractual documentation to WSS Docs and monitor the entire approval process.

Prepare and upload internal memoranda when a contract is formalized retroactively.

Ensure that contracts are processed in WSS Docs in the correct sequence:

Upload the contract to the “Contracts and Addenda” section if it is submitted within the applicable reporting period.

Prepare and upload an internal memorandum if the contract is being formalized retroactively.

Track and ensure the approval of the internal memorandum.

Upload the contract with the approved internal memorandum attached.

Monitor the approval of the contract by all responsible departments.

Coordinate with the Legal Department regarding comments, required revisions, and proposed amendments to the contract.

Arrange and support negotiations with counterparties when contractual terms need to be revised.

Ensure that the contract is properly signed by all parties and submit the relevant copy for delivery to the counterparty.

Prepare and process addenda and approval protocols in accordance with the established approval and registration procedures in WSS Docs.

Maintain accurate and up-to-date records of contracts and related documentation.

2. Coordination and Control of Payments for IT Services

Arrange payments for IT services and ensure that they are processed within the required deadlines.

Verify that payment amounts comply with the approved budget and agreed contractual terms.

Confirm the availability of a duly signed contract and an approved protocol or other supporting document specifying all amounts payable.

Prepare payment requests by uploading invoices to the “Payment Requests” section of WSS Docs.

Verify that payment request forms and all related fields are completed accurately.

Track the approval process and follow up with responsible departments to ensure timely payment.

Verify the availability and accuracy of all mandatory payment documents, including the invoice and electronic tax invoice, or e-qaimə.

Ensure that a valid fiscal receipt is obtained and retained for payments made by bank card.

Maintain complete and properly organized payment documentation.

3. Procurement of IT Equipment

Organize the procurement of IT equipment in accordance with the company’s operational needs, technical requirements, and approved budget.

Identify, assess, and engage new suppliers.

Request and compare commercial proposals from potential suppliers.

Negotiate prices, delivery schedules, payment terms, warranty conditions, and other purchasing terms.

Coordinate purchase orders and related documentation.

Monitor order fulfillment and compliance with agreed delivery deadlines.

Follow up with suppliers regarding delays, discrepancies, incomplete deliveries, or other issues.

Coordinate the receipt and internal handover of purchased equipment.

4. Customs Clearance and International Deliveries

Arrange the customs clearance of IT equipment ordered from abroad.

Coordinate with contractors and specialized service providers regarding the preparation of customs documentation.

Coordinate the declaration of goods purchased online and delivered internationally.

Liaise with ASG Business Aviation regarding the preparation and submission of the required declarations.

Arrange and monitor the payment of customs duties, taxes, service fees, and other related charges.

Track the customs clearance process and ensure that all required actions are completed on time.

Ensure the proper registration, storage, and archiving of customs and shipping documents.

Arrange the collection and delivery of equipment after the completion of customs procedures and payment of all required charges.

Monitor international delivery schedules and confirm the receipt of ordered equipment.

Address delivery, documentation, or customs-related issues in coordination with the relevant service providers and internal departments.

5. Budget Management and Cost Control

Maintain and monitor budgets for IT services and equipment procurement.

Ensure that expenses are allocated to the appropriate budget categories and cost items.

Compare planned expenditures with actual costs.

Monitor available budget balances and upcoming financial obligations.

Verify that payments comply with approved budget limits and agreed contractual amounts.

Identify potential budget overruns, discrepancies, or unplanned expenses and report them to the responsible manager.

Support budget planning by providing accurate information on existing commitments, planned purchases, and expected payments.

6. IT Asset Records and Inventory Management

Oversee the recording and inventory management of IT equipment.

Ensure that newly acquired equipment is registered promptly with the responsible administrative department.

Coordinate the issuance of new equipment to employees.

Monitor the replacement of obsolete, damaged, or faulty equipment.

Ensure that IT asset records accurately reflect equipment availability, allocation, location, condition, and current use.

Support periodic inventory checks and the reconciliation of physical equipment against asset records.

Coordinate with relevant departments regarding equipment transfers, returns, replacements, and write-offs.

7. Document Management and Administrative Support

Prepare powers of attorney, official letters, internal memoranda, and other required administrative documents.

Ensure that contracts, supporting documents, internal policies, and applicable procedures remain current and properly organized.

Ensure the accurate preparation, approval, registration, storage, and archiving of documentation.

Maintain complete electronic and physical records where required.

Coordinate with internal departments and external counterparties on contractual, financial, procurement, and administrative matters.

Prepare correspondence and respond promptly to requests in Azerbaijani, Russian, and English.

Follow up on pending approvals, documents, payments, deliveries, and other operational matters.

Provide administrative and operational support to the IT Department as required.

Education and Professional Experience

Higher education in business administration, finance, economics, procurement, supply chain management, law, information technology, or another relevant field.

At least two years of relevant professional experience in IT procurement, contract administration, vendor management, payment coordination, administrative operations, or a similar role.

Practical experience with electronic document management and approval systems is preferred.

Experience with WSS Docs or a comparable document workflow system is an advantage.

Experience in customs clearance, international deliveries, or IT asset administration is an advantage.

Language Requirements

Azerbaijani: minimum C1 level.

Russian: minimum C1 level.

English: minimum B2 level.

Ability to prepare clear, accurate, and professional written correspondence in multiple languages.

Ability to switch quickly between Azerbaijani, Russian, and English when handling correspondence, documents, and communications with internal and external stakeholders.

Technical and Professional Skills

Advanced computer literacy and the ability to work quickly and accurately with a PC.

High typing speed and the ability to prepare and process documents efficiently.

Strong working knowledge of Microsoft Office applications, particularly Microsoft Word, Excel, Outlook, and PowerPoint.

Ability to learn and use document management, procurement, financial, and internal workflow systems.

Strong document preparation, review, and records management skills.

Ability to review contracts, invoices, payment documents, and supporting records with a high level of accuracy.

Strong organizational, coordination, and follow-up skills.

Effective negotiation and professional communication skills.

Ability to prioritize tasks and manage multiple deadlines.

Ability to coordinate up to seven concurrent operational processes within a one-hour period while maintaining accuracy and meeting deadlines.

Personal Competencies

Strong sense of responsibility and ownership.

Exceptional attention to detail.

Punctuality and reliability.

Accuracy and precision in document preparation and data processing.

Careful, organized, and methodical working style.

Professional courtesy and respectful communication.

Strong commitment to completing assigned tasks.

Ability to work effectively under intensive workloads and time pressure.

Ability to remain focused while managing several processes simultaneously.

Proactive approach to identifying and resolving operational issues.

Willingness to learn and continuously improve professional knowledge and skills.

Ability to maintain confidentiality when handling contractual, financial, and business information.

Strong teamwork skills and the ability to cooperate effectively with internal departments and external counterparties.