IT Admin Analyst

Job Description

Job Purpose:
The IT Admin Analyst is responsible to support the IT Admin Lead in managing the end-to-end procurement process by raising Purchase Requisitions (PRs), coordinating with stakeholders and approvers for timely conversion to Purchase Orders (POs), and ensuring effective communication with requestors, including senior leadership teams.

In addition to the above, the role supports IT administration activities including documentation management, procurement reporting, asset tracking analysis, governance reporting, and process coordination to ensure effective IT operations and stakeholder communication.

Duties:

PR/PO Process Activities:

• Raise and manage Purchase Requisitions (PRs) in accordance with established IT procurement processes and policies.
• Coordinate with business stakeholders to gather and validate procurement requirements and supporting documentation.
• Track the status of PRs and proactively follow up with approvers to ensure timely approvals.
• Liaise with procurement, finance, and vendor management teams to facilitate smooth conversion of PRs into Purchase Orders (POs).
• Monitor procurement timelines and escalate delays or bottlenecks to the IT Admin Lead as required.
• Provide timely and accurate status updates to requestors, including senior leaders and key business stakeholders.
• Maintain procurement records, approval trails, and related documentation for audit and compliance purposes.
• Ensure adherence to organizational procurement policies, budget controls, and approval workflows.
• Support the IT Admin Lead in managing vendor onboarding and procurement-related administrative activities when required.
• Prepare and maintain procurement trackers, dashboards, and reports to monitor request volumes, approval turnaround times, and PO issuance status.
• Build and maintain strong working relationships with internal stakeholders, approvers, procurement teams, and vendors.
• Identify opportunities to improve procurement processes and enhance efficiency through process standardization and proactive follow-up.

Reporting & Analytics

• Prepare and maintain procurement dashboards and trackers to monitor PR, approval, and PO status, ensuring visibility of pending actions and turnaround times.
• Generate periodic reports on procurement requests, approval aging, PO conversion rates, and spend trends to support operational decision-making.
• Analyze procurement data to identify process bottlenecks, delays, and improvement opportunities, providing actionable insights to the IT Admin Lead.
• Develop and share management reports and status summaries for key stakeholders, including senior leadership, highlighting procurement performance metrics and outstanding actions.

Documentation & Process Support

• Prepare process documentation, SOPs, user guides, and business documents.
• Maintain documentation repositories and version control.
• Support audit documentation and compliance reporting.
• Track action items, project updates, and governance reviews.

IT Administration Support

• Support IT asset tracking, inventory reporting, and compliance documentation.
• Assist in procurement reporting, vendor documentation, and purchase records management.
• Coordinate with internal teams for reporting requirements related to IT operations.
• Support onboarding and offboarding documentation activities.
• Assist the IT Admin Lead in maintaining dashboards and operational metrics.

Stakeholder Management

• Build and maintain effective working relationships with business stakeholders, procurement teams, finance partners, vendors, and approvers to ensure seamless execution of IT procurement activities.
• Act as the primary point of contact for procurement-related communications, providing timely updates and managing expectations of stakeholders, including senior leadership.
• Collaborate proactively with cross-functional teams to resolve procurement issues, expedite approvals, and ensure requests are fulfilled within agreed timelines.

Continuous Improvement

• Identify process inefficiencies, approval bottlenecks, and recurring issues within the IT procurement lifecycle, and recommend practical solutions to improve turnaround times.
• Drive process standardization by developing and maintaining SOPs, trackers, and best practices to enhance operational efficiency and compliance.
• Leverage procurement metrics and analytics to monitor performance, identify improvement opportunities, and support continuous optimization of procurement workflows.

Qualifications

Qualification:

Diploma / Any Degree / Post-Graduation

Skills and Experience:

• 3-5 years of experience in IT administration, procurement operations, purchasing support, or a related business operations role.
• Strong understanding of procurement processes, including Purchase Requisition (PR) creation, approval workflows, Purchase Order (PO) tracking, and vendor coordination.
• Excellent stakeholder management and communication skills, with the ability to interact effectively with senior leaders, cross-functional teams, and external vendors.
• Proficiency in ERP and procurement tools (e.g., SAP, Ariba, Coupa, ServiceNow, or equivalent), along with advanced skills in Microsoft Excel and reporting tools.
• Strong analytical, organizational, and follow-up skills, with the ability to manage multiple requests, prioritize tasks, and drive timely resolution in a fast-paced environment.

Professional Competencies

• Strong organizational and coordination skills.
• High level of ownership and accountability.
• Process-driven with focus on compliance and governance.
• Problem-solving mindset with proactive approach.
• Ability to collaborate across teams and functions.
• Focus on user satisfaction and service excellence.

Additional Information

Join us and we’ll help build your career, with excellent training and opportunities for career growth across the business, both locally and globally. You’ll experience an inclusive environment, with strong leadership and a focus on safety and wellbeing. You’ll also have the flexibility to choose from a wide range of benefits to suit your lifestyle, offering you and your family support from a health and wellbeing, financial and lifestyle perspective.

Join us and work for a world-leader, with the benefits and training to reward your dedication and skills. Be part of a team where we are making the world a safer place.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

At no time during the hiring process will Smiths Detection, nor any of our recruitment partners ever request payment to enable participation – including, but not limited to, interviews or testing. Avoid fraudulent requests by applying jobs directly through our career’s website.