Senior Executive, IT Administrator

Job Descriptions

Billing Invoice and Payment Administration

• Maintain a central record of all IT-related invoices, billings, recurring charges and payments.
• Review and verify invoices against quotations, contracts, purchase orders, GPOs and agreed commercial terms before submission for payment.
• Coordinate invoice submission and payment processing with Finance, ensuring the required supporting documents are complete.
• Track payment status and follow up proactively on outstanding or overdue payments until they are settled.
• Liaise with vendors to resolve invoice discrepancies, incorrect billing, missing supporting documents and credit notes.
• Maintain visibility of recurring payments such as software subscriptions, cloud services, telecommunications, maintenance and support services.
• Provide management with periodic visibility of outstanding invoices and payment commitments.

GPO and Procurement Administration

• Prepare, coordinate and track GPOs, purchase requisitions and supporting procurement documentation for GDT.
• Obtain quotations and the required commercial documentation from vendors, and ensure requests are complete before submission.
• Coordinate the required internal approvals in accordance with the Group’s procurement and approval processes.
• Track each request from initiation through approval, GPO/PO issuance, delivery, invoicing and payment.
• Follow up with Procurement, Finance, vendors and internal requestors to prevent unnecessary delays.
• Maintain complete procurement records for audit and future reference.

Vendor Administration and Coordination

• Act as the central administrative contact between GDT and technology vendors.
• Maintain an updated vendor register covering vendor details, key contacts, services provided and relevant commercial information.
• Coordinate quotation requests, vendor documentation, meetings and administrative follow-ups.
• Support vendor onboarding, registration and documentation requirements.
• Track outstanding vendor actions and deliverables, and follow up proactively before matters escalate.
• Coordinate vendor access and other administrative requirements with the relevant internal teams.

Contract, License and Subscription Management

• Maintain a central register of GDT contracts, agreements, software licences, subscriptions, maintenance contracts and support arrangements.
• Record contract start dates, expiry dates, renewal dates, notice periods, values and responsible GDT owners.
• Monitor upcoming expiries and notify the responsible GDT owner sufficiently in advance to decide whether to renew, renegotiate, replace or terminate.
• Obtain renewal quotations and supporting documentation from vendors, and coordinate the administrative process for approved renewals.
• Maintain proper copies and version control of contracts, agreements and commercial documents.
• Track subscriptions to reduce missed renewals, duplicate subscriptions and unnecessary expenditure.

IT Budget and Expenditure Tracking

• Maintain GDT’s expenditure, commitment and forecast trackers.
• Track approved budget, actual expenditure, committed expenditure and forecast expenditure where required.
• Reconcile expenditure records with Finance information and maintain visibility of recurring operating expenses.
• Assist management during annual budgeting and forecasting by consolidating quotations, historical expenditure and renewal information.
• Highlight unusual expenditure, upcoming commitments or potential budget issues to management.
• Support cost optimisation exercises by providing accurate expenditure and vendor information.

IT Asset and Inventory Administration

• Support the maintenance of IT asset and inventory records.
• Coordinate the administrative documentation relating to procurement, assignment, transfer, return and disposal of IT assets.
• Maintain supporting records such as invoices, purchase orders, asset information and warranty details.
• Assist with periodic reconciliation of IT asset records together with the responsible technical owners.
• Support audit requests relating to IT equipment and asset documentation.

GDT Documentation and Records Management

• Establish and maintain organised GDT administrative records, registers, trackers and documentation.
• Maintain folder structures, naming conventions and document version control so that quotations, purchase documents, contracts, invoices and approvals can be retrieved when required.
• Ensure important administrative documents are stored in departmental repositories rather than solely in individual email accounts or personal folders.
• Maintain departmental templates and support the documentation required for management reporting, audits, regulatory reviews and governance purposes.

Audit, Compliance and Governance Support

• Compile supporting documents requested by Internal Audit, External Audit, Risk, Compliance or regulators.
• Coordinate supporting evidence with the relevant GDT technical owners and follow up on outstanding documentation.
• Track administrative action items arising from audits or reviews through to closure.
• Maintain records of procurement approvals, contracts, invoices and other evidence so that information submitted is organised and traceable.
• Note: the role provides the administrative coordination required to support the responsible GDT technical owner; it does not own technical audit responses.

GDT Department Administration

• Provide general administrative support to the Group CTO and GDT management.
• Coordinate meetings with vendors and internal stakeholders, maintain meeting records and follow up agreed administrative actions.
• Maintain key GDT calendars for renewals, contracts, subscriptions and recurring activities.
• Assist with the preparation and consolidation of departmental reports and information.
• Coordinate administrative requirements for new joiners, staff transfers and staff exits with HR and the relevant GDT teams.
• Support departmental events, meetings, training and other GDT activities, and handle confidential departmental and commercial information appropriately.

Tracking, Follow – Up and Continuous Improvement

• Maintain clear trackers showing what is outstanding, who owns the next action and when it is due.
• Follow up proactively without requiring repeated instruction, and escalate matters that are delayed or require management intervention.
• Close the loop once an activity is completed and provide management with clear status information when requested.
• Identify and implement improvements to GDT’s administrative processes, trackers, documentation and controls

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Business Studies, Finance, Accounting, IT Management or a related discipline, or strong and directly relevant administrative experience
• Minimum 3 years’ experience in an administrative, coordination, procurement or finance-support role; 5 years preferred
• Prior experience supporting an IT department, Procurement function, Finance function, PMO or corporate administration function
• Practical exposure to invoices, quotations, purchase orders / GPOs, vendor coordination, contracts, renewals and expenditure tracking
• Strong MS Excel skills (trackers, filters, sorting, pivot tables and basic formulas); competent in Word, Outlook, PowerPoint and Teams / SharePoint
• Able to read and interpret quotations, invoices, purchase orders and basic commercial and contractual terms
• Working knowledge of common IT terminology – hardware, software licensing, subscriptions, cloud services, telecommunications and maintenance / support contracts
• Strong ownership, follow-through and persistence in following up with vendors and internal stakeholders
• Highly organised and accurate, able to manage multiple deadlines, renewals and administrative activities simultaneously
• High level of integrity and discretion when handling confidential financial, commercial, employee and technology-related information