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Job Description

ROLE DESCRIPTION

This role provides a Software Licence capability for OMSA and is individually accountable for achieving results through one’s own efforts.

• Playing an active role within the OML Contracts and Sourcing function within the OMiX Segment with responsibilities to the IT Manager – IT Software Licence Management & Compliance
• Monitoring and administration of Software Licences, usage and the Software Licence lifespan
  • Ensuring that all Software Licences are captured correctly with all supporting documentation in the Service Now toolkit
  • Thorough understanding of all Software Licence metrics that are in use within OMSA
  • Ensuring that every Software Licence that is consumed is linked to a Contract
  • Ongoing verification of Software Licence Entitlements versus deployment
  • Escalation of any identified non-compliant or areas of concern
  • Collaborating with all stakeholders on deployed Software
• Administration and Control of Software Licence and Compliance tasks 
  • Conducting Internal Validations and Compliance reviews
  • Assisting with Software Publisher Audits procedures
  • Gathering Software deployment information from all IT stake holders for OMSA where required for validations and reviews
  • Analyzing outputs from SAM\HAM tools
  • Overseeing remediation processes until closure where necessary
  • Reharvesting of Software Licences
• Actioning and ensuring the authorization of Procurement\Requests
  • Actioning of all tickets logged to the Software Licence Management (SLM) team via Service Now
  • Attending to all emails sent to the SLM resource mailbox
  • Validating all Software requests (new\transfers\removals)
  • Assisting with the processing of all Quotations, Invoicing, Software Licence transfers, etc. 
• Supporting the Supplier payment and cost recovery processes
  • Assisting with the Internal billing\cost recovery model
  • Assisting with the processing of Supplier invoices
  • Assisting with Financial reporting & reconciliation of Software Licence expenditure
  • Collating and reporting on Software Licence procurement\renewal data
• Maintaining effective relationships with Suppliers\Publishers and Internal customers
• MIS reporting
  • Software Licence compliance issues
  • Risks and Exposure
  • Software Licence metering
  • Underutilization of Software
  • Software Licence costs (new and renewals)

Key result areas and responsibilities:

• Maintaining accurate records of all Software Licences within Service Now
• Continuously working at improving the overall OMSA Effective Licencing Position (ELP)
• Producing MIS reports to highlight compliance issues, risks, underutilization of Software etc.
• Collaborating with multi-service providers including OML IT Services with the goal of improving the Software Lifecycle (cost reduction, cost avoidance and contribution to overall savings)
• Educating all stakeholders on Software Licencing metrics and T&C’s
• Continuous improvement of the Policies, Processes and Procedures related to the IT Software Licence & Compliance function
• Resolution of all tickets logged to the SLM team
• Actioning of procurement requests in accordance with the Internal processes
• Ensuring that supplier invoices are processed within the required payment terms
• Assisting with financial reporting
• Maintaining effective relationships with Suppliers\Publishers and Internal customers
• Interacting and engaging with Suppliers\Publishers to stay abreast of the latest Software Industry trends and developments
• Providing input into projects, new technologies etc.
• Ensuring timeous renewal and renegotiation of existing Software Agreements that are managed by SLM
• Pro-actively advising the Contract Specialists of any Software Licence\maintenance contracts that are due for renewal or cancellation
• Ensuring alignment of all the relevant Legal and Regulatory requirements, OMSA Governances, Policies, Processes and Procedures
• Compilation of MIS information on Software Licence deployment, usage, risk, exposures etc.

• Ensuring continuous improvements of efficiency and cost savings are being achieved
• Maintaining a positive collaboration between all value chain parties

ROLE QUALIFICATIONS AND EXPERIENCE REQUIRED:

• Tertiary (Commerce, IT) certification or qualification would be advantageous
• SAM and ITIL V3 Foundation Certification
• Working experience on Service Now (SAM\HAM\ITSM)
• Have a proven track record of working in a Software Licencing and Compliance environment
• Have a proven track record of at least 3 years’ relevant IT experience
• Experience in liaising with Software Publishers regarding Software Licencing metrics and T&C’s
• Experience of managing IT Suppliers\Publishers and Service Providers
• Thorough understanding and experience in the following components of Software Licence and Compliance Management:
  • Software Asset Management Policy and Procedures
  • Software Licencing and Compliance
  • Verification and Compliance reviews (Internal and by Publisher)
  • Software Licence types and metrics
  • Software Re-harvesting
  • MIS reporting
• Understanding of all Software Licence Agreements
• Thorough understanding of IT Governance Gates (Architecture\Risk\Security, etc.)
• Experience in reviewing and interpreting procurement requirements
• Customer Relationship
• Providing Software Licence education and advisory services
• Finance Administration
• Forecasting (Business Planning)
• Software Supplier\Publisher Engagement

This role identifies, analyses, negotiates and operationalises structures for the exploitation of aggregated procurement opportunities within predetermined commodities. The incumbent is individually accountable for achieving results through own efforts

Responsibilities

Procurement

Achieve specific procurement goals within area of responsibility. May also involve working to improve established procurement procedures.

Contract Management

Deliver required outcomes by managing day-to-day relationships with contract service providers while working within an established contract management plan.

Pricing and Terms Negotiation

Lead and deliver structured pricing and terms projects and procedures. Negotiate within approved boundaries.

Supplier Management

Monitor, review, and highlight any gaps in the performance of a portfolio of smaller suppliers to recommend and ensure delivery of improvements by suppliers or to renegotiate or change contract/supplier.

Leadership and Direction

Communicate the local action plan; explain how this relates to the function's strategy and action plan and to the broader organization's mission and vision; motivate people to achieve local business goals.

Inventory Control

Achieve specific goals for an area of responsibility by working within, or finding ways to improve, an established supplier management plan.

Contract Requirements

Identify contract requirements and write specifications for a small portfolio or area of the business for existing contracts and/or new contracts.

Stakeholder Engagement

Contribute to stakeholder engagement by identifying stakeholders; by finding out their needs, issues, and concerns; and by reacting to these needs, issues, and concerns, arranging meetings and events and drafting supporting materials to promote understanding and commitment.

Budgeting

Deliver a budget for an area of the organization or conduct complex analyses on budget progress in other areas of the organization.

Performance Management

Develop and propose own performance objectives; take appropriate actions to ensure achievement of agreed objectives, using the organization's performance management systems to improve personal performance. Or manage and report on team performance; set appropriate performance objectives for direct reports or project/account team members and hold people accountable for achieving them, taking appropriate corrective action where necessary to ensure the achievement of team/personal objectives.

Organizational Capability Building

Use the organization's formal development framework to identify the team's individual development needs. Plan and implement actions to build their capabilities. Provide training or coaching to others throughout the organization in own area of expertise to enable others to improve performance and fulfill personal potential.

Skills

Action Planning, Contract Administration, Contract Management, Data Controls, Data Management, Executing Plans, Financial Acumen, Global Procurement, Negotiation, Oral Communications, Presenting Solutions, Procurement Management, Project Procurement Management, Supply Chain Management Software

Competencies

Business Insight

Communicates Effectively

Drives Results

Ensures Accountability

Financial Acumen

Manages Complexity

Persuades

Plans and Aligns

Education

NQF Level 9 – Masters

Closing Date

30 June 2025 , 23:59

The appointment will be made from the designated group in line with the Employment Equity Plan of Old Mutual South Africa and the specific business unit in question.

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