Associate Tech Tools & Contracts

About the Company

instashop, based in Dubai, is the foremost online marketplace across the UAE and Egypt. It has been a part of the Delivery Hero network since 2020, a global leader in food delivery and quick commerce, setting benchmarks for service and convenience in the region. The company values diversity, inclusion and collaboration, fostering a motivated and dynamic workforce expanding across multiple countries including UAE, Egypt, and Greece.

Role Overview

The Associate Tech Tools & Contracts position is responsible for overseeing SaaS, cloud platforms, and licensed technology tools within the organization. This role acts as the coordination hub between IT, Finance, Procurement, Legal teams, vendors, and internal users to ensure tools are properly tracked, contracts managed, costs optimized, and processes enhanced.

Key Responsibilities

• Maintain a detailed, precise inventory of technological tools including owners, cost data, billing schedules, usage, and renewal timelines.
• Monitor and report technology expenditure at both tool and departmental levels.
• Analyze financial trends to detect irregularities, rising costs, or savings opportunities.
• Manage a directory of upcoming contract renewals ensuring timely reviews in partnership with stakeholders.
• Coordinate the renewal process with procurement, legal, finance, and vendors to ensure compliance and efficiency.
• Track onboarding and offboarding of tools within different departments ensuring up-to-date records.
• Assess license and tool usage to identify unused or redundant subscriptions and recommend adjustments.
• Support software asset management by keeping license documentation aligned with actual tool usage.
• Handle vendor communications about contracts, billing disputes, account modifications, and renewals.
• Verify technology-related invoices for accuracy and completeness to facilitate proper payment.
• Follow up on missing or incorrect invoices, resolving issues in a timely way.
• Manage costs associated with group-level contracted tools and reconcile expenses with usage data.
• Identify and eliminate subscription duplicity between central and local arrangements.
• Support compliance initiatives by flagging tools that handle sensitive data for further review.
• Establish accountability by collaborating with departments to designate tool owners for subscriptions.
• Develop and document standardized procedures for procurement, renewal, invoicing, reporting, and asset management.
• Look for automation possibilities to replace manual tracking tasks such as renewal alerts and anomaly detection.

Required Qualifications

• Bachelor’s degree in Business Administration, Finance, IT, MIS, or closely related fields.
• Proven experience in technology operations, SaaS or software asset management, procurement, vendor relations, or financial operations is preferred.
• Strong analytical capability to evaluate cost, license, and usage data effectively.
• Understanding of contracts, invoicing, subscription management, and renewal cycles.
• Proficiency in Excel or Google Sheets for managing large datasets, trackers, and reports.
• Excellent organizational skills managing multiple vendors, contracts, and timelines concurrently.
• Effective communication and stakeholder management skills to liaise with cross-functional teams.
• Attention to detail, particularly in financial data, contracts, and licensing.
• Proactive attitude aimed at identifying inefficiencies and enhancement opportunities.
• Experience working with SaaS management or software asset management tools is advantageous.

Success Indicators

Success in this role means establishing transparent control over the organization’s technology tools, ensuring licenses are actively managed, contracts renewed timely, and costs optimized. It also involves moving from manual tracking to more automated, data-driven tools management processes.