It Procurement & Contract Specialist Job at Keepit (Kraków)

Job Description

Keepit is looking for a structured and commercially minded IT Procurement & Contract Specialist. This is a cross-functional role sitting at the intersection of technology, finance, and legal — responsible for both the sourcing and contracting of IT and SaaS vendors, and the ongoing lifecycle management of our technology agreements.

Job Responsibility

Lead end-to-end procurement processes for software, SaaS, cloud infrastructure, servers, networking equipment, and other hardware — from needs assessment and RFP/RFI to vendor selection and onboarding
Develop and maintain a preferred vendor list and sourcing playbook aligned with Keepit's technology stack and security requirements
Drive competitive bidding and benchmarking to ensure value for money across the vendor portfolio
Manage hardware procurement cycles including capacity planning inputs, lead time tracking, and coordination with Engineering and IT Operations
Collaborate with IT, Engineering, Finance, and business stakeholders to consolidate spend and eliminate redundant tooling
Support the IT Governance Sub Group (IGSG) in evaluating new technology and maintaining the tech register
Conduct security and compliance pre-screening of new vendors as part of the onboarding process, including review of certifications (ISO 27001, SOC 2), security questionnaires, and data processing terms
Own the full lifecycle of IT and SaaS vendor contracts — negotiation, execution, renewal, amendment, and termination
Manage datacenter and colocation agreements including power, cooling, physical security, SLA, and exit provisions
Maintain a structured contract repository with visibility into key dates, renewal windows, spend commitments, and SLA obligations
Negotiate favorable terms on pricing, liability, data processing, IP ownership, and exit rights
Identify and flag contractual risks — including lock-in clauses, auto-renewals, and supplier concentration risks — and escalate to the GC as appropriate
Drive standardization of vendor contract templates and approval workflows
Ensure contracts comply with Keepit's data protection obligations (GDPR, NIS2) and internal security policies, including appropriate audit rights and incident notification requirements
Coordinate the international transport of hardware — servers, networking gear, and related equipment — across Keepit's global datacenter footprint
Manage relationships with freight forwarders, customs brokers, and logistics providers to ensure timely and compliant delivery
Oversee import/export documentation, customs classifications (HS codes), and duty management — with particular attention to cross-border shipments into and out of the EU, UK, US, and Brazil
Ensure compliance with applicable export control regulations (e.g. EAR, dual-use goods) and maintain required documentation trails
Work with Operations and Finance to track hardware assets from purchase order through delivery, installation, and eventual decommission
Identify and mitigate logistics risks including supplier delays, port bottlenecks, and customs holds

Requirements

3–6 years of experience in IT procurement, technology contract management, or a related legal/commercial role — ideally in a SaaS or tech company
Hands-on experience with hardware procurement and/or international logistics is a strong plus
Strong understanding of SaaS licensing models, cloud agreements (AWS, Azure, GCP), and enterprise software commercial structures
Familiarity with datacenter and colocation contract structures
Working knowledge of customs processes, incoterms, and cross-border goods movements — experience with EU, UK, US, or Brazilian import/export is particularly valuable
Working knowledge of NIS2, GDPR, and supply chain security obligations and how these translate into contract language
Ability to read and negotiate contracts with a practical, risk-proportionate approach — legal background or paralegal training is a plus but not required
Familiarity with contract lifecycle management (CLM) tools, procurement platforms, or legal ops tooling
Structured, proactive, and detail-oriented with an ability to manage multiple parallel workstreams
Comfortable working in a fast-moving scale-up environment with a lean team
Fluent in English
additional languages (Polish, Danish, German, French) are an advantage

Nice to have

Hands-on experience with hardware procurement and/or international logistics
Legal background or paralegal training
Additional languages (Polish, Danish, German, French)

What we offer

4 additional working days of vacation leave per full calendar year
3 days of internal sick leave without a doctor's note
Health and Life Insurance
Employee Capital Plan (PPK)
Multisport card compensation
Coverage of professional training sessions, meetups, etc.
English-speaking club with native speakers
Polish language classes
Internet and Glasses reimbursement
Cosy office in Krakow city centre (Długa, 72) with beverages, fruit, and cookies
Winter and summer parties, events, team-buildings

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