IT Procurement & Admin Officer

About MUA
Mauritius Union Assurance (MUA), a leading insurance and financial services group with operations across Mauritius, Seychelles, and East Africa, is seeking to appoint a Country Head of Operations for its Seychelles branch.

Your Mission
To provide administrative and clerical support for IT procurement activities, vendor coordination, documentation management, and general administrative support to the IT department.

Key Responsibilities
• Prepare and send RFQs to suppliers as instructed
• Compile supplier quotations and supporting documents
• Prepare comparison tables for review by IT Managers
• Submit documents for approval as per process
• Follow up on approval status and documentation gaps
• Maintain an updated suppliers list
• Maintain an updated database of all IT contracts, licences, warranties and subscriptions.
• Track contract expiry and renewal dates.
• Prepare and route renewal requests for approval.
• File contracts and supporting documents in the designated repository.
• Support vendor onboarding documentation when needed.
• Coordinate with vendors on renewals, updates and administrative queries.
• Coordinate third party risk assessment of suppliers with IT Security team
• Coordinate the service rating of suppliers on a yearly basis
• Ensure all procurement activities follow internal procurement policies and thresholds.
• Use standard templates for RFQs, comparison sheets and approval documents.
• Maintain audit-ready records for all procurement processes.

• File all Procurement Committee decisions and related approvals.

• Assist during audits by preparing required procurement documentation.
• Track departmental budget utilisation for purchases and renewals.
• Update the IT budget tracking file with new purchases, renewals, and committed spend.
• Maintain an updated view of remaining budget balances for each IT cost line.
• Share periodic budget utilisation updates with Finance, IT Managers and Group CIO.
• Proactively flag potential budget overruns or unplanned expenses for early review.
• Maintain regular communication with vendors regarding quotations, deliveries and invoices.
• Coordinate closely with the Procurement Department.
• Respond promptly to information requests from IT Managers.
• Escalate procurement or administrative issues when necessary

Job Requirements
•Higher School Certificate / Baccalaureate
•Diploma / Bacc + 2
•Minimum 2 years’ relevant experience, preferably in insurance
•Strong communication skills in English and French