IT Department Coordinator
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We are looking for a talented Coordinator for the IT Department
Your main task will be to support the IT department's operations in terms of document flow and procurement – assisting in preparing documentation and technical specifications for procurement procedures on the Electronic Trading Platform (ETP), working with documents and processes, correctly managing budgets, and accounting for intangible assets.
You will interact with various departments and build cross-functional interaction with initiators within the department to ensure operational continuity. You will be involved in both basic tasks – compiling technical specifications, submitting documents for approval in 1C:EDO, handling procurement procedures up to contract conclusion, and non-standard ones – managing the department's budget, controlling limits, accounting for intangible assets, automating work in the department – we are always happy to look at processes with fresh eyes and improve them!
We are looking for someone who can work not only by the book but is also ready to approach various tasks creatively and think “out of the box”.
What you will be doing:
- Ensuring approval of contracts/addendums, timely payment of invoices and other items using the Electronic Document Management system and in paper form;
- Submitting requests for approval in 1C, controlling payments, collecting closing documents and reports;
- Preparing reports on documents, maintaining registers;
- Controlling tender and procurement procedures (interaction with related departments and internal customers, considering the interests of the procurement function - assisting in compiling Technical Specifications and Documentation in accordance with regulatory requirements and ETP standards, collecting commercial proposals from managers, forwarding to the procurement department, tracking approvals, and transferring results to the manager);
- Monitoring work with contractors and suppliers, tracking task completion deadlines;
- Controlling the receipt of documents from counterparties and their verification;
- Monthly collection of actual expenses from managers and entering them into the budget table;
- Participating in the planning of the IT department's procurement budget and maintaining the procurement plan;
- Managing and controlling the budget in tandem with the manager (controlling limits);
- Monthly verification of closing documents for IT counterparties;
- Assisting initiators in preparing documents for the Board of Directors;
- Organizing and controlling the work of IT administrative support managers;
- Accounting for intangible assets;
- Maintaining necessary reporting, ensuring the accuracy and relevance of information, as well as writing and updating instructions for your department.
Apply for the vacancy if you:
- Are independent, can make decisions and take responsibility;
- Can immerse yourself in a task and, if necessary, try to solve it “outside the box”;
- Know the requirements for preparing Documentation and have experience in writing Technical Specifications for IT procurement, considering the specifics of conducting procurement procedures on the ETP;
- Have relevant experience as an IT Department Coordinator or in the competitive procurement department of a large company (organization and conduct of procurement in any category on the ETP);
- Have experience with primary/secondary accounting documents and legal aspects of transaction support;
- Experience working with procurement activities within the Commercial Customers category will be a plus (we do not work according to 44 and 223-FZ, but such experience will also be useful);
- Experience working with 1C:EDO, MS Excel (including pivot tables, formulas, etc.)
