Counterparty Administration Specialist

Job Overview Vacancy Description

About the Role

We are looking for a highly organized and proactive Procurement Manager to own and run the day-to-day procurement and vendor management activities of the ADI Foundation — a regulated DLT entity under ADGM, driving global blockchain infrastructure development.

This is a hands-on operational role with end-to-end ownership of procurement requests and vendor administration across the Foundation. The role covers routine purchasing, vendor sourcing and onboarding, KYC/KYB coordination, vendor due diligence, invoice validation, and payment coordination. It requires strong follow-through, attention to detail, and the ability to keep multiple requests moving efficiently across internal teams and external vendors.

The Procurement Manager will report to the Chief Operating Officer and act as the primary operational owner for procurement and vendor management across the Foundation, working closely with Finance, Legal, Compliance, Operations, and other internal teams.

Mission of the Role

To own and execute procurement and vendor operations end-to-end, ensuring that purchasing requests, vendor onboarding, KYC/KYB requirements, due diligence, vendor records, invoices, and payment coordination are handled efficiently, accurately, and in line with the Foundation’s internal controls and compliance requirements.

Requirements

• 2+ years of experience in procurement, vendor management, operations, compliance operations, finance operations, or a related hands-on coordination role.
• Hands-on experience managing purchase requests/orders, vendor sourcing or onboarding, documentation, and operational follow-up.
• Experience working with invoices, purchase approvals, contracts, or vendor payment coordination.
• Comfortable handling document-heavy processes and maintaining accurate trackers and records.
• Fluent in English with strong written and verbal communication skills.

Would be a plus

• Experience with KYC/KYB, vendor due diligence, compliance operations, or corporate document collection.
• Experience in a regulated, financial services, fintech, technology, or Web3 environment.
• Familiarity with procurement, vendor management, ERP, workflow, or compliance screening tools.
• Background in procurement, operations, finance, compliance, or legal administration.

Responsibilities

• Procurement Operations
• Manage day-to-day procurement requests across the Foundation, including office supplies, equipment, laptops, software, professional services, and other operational needs.
• Coordinate the procurement process from request to completion, including collecting requirements, sourcing vendors, obtaining quotations, comparing commercial terms, and supporting approvals.
• Ensure procurement requests follow the Foundation’s budget, approval, documentation, and governance requirements.
• Maintain clear procurement records, trackers, purchase documentation, and status updates for internal stakeholders.
• Vendor Management, Sourcing & Onboarding
• Manage the sourcing, selection, and onboarding of vendors, consultants, and service providers, including collecting required corporate, commercial, and compliance documentation.
• Maintain a complete and up-to-date vendor registry, including key vendor details, contracts, onboarding documents, compliance records, and status information for internal control, audit, and regulatory purposes.
• Conduct basic market research, quotation comparisons, and price checks for procurement requests where required.
• Coordinate with Legal, Compliance, Finance, and business owners during vendor onboarding, contracting, renewals, and other vendor lifecycle activities. Maintain visibility over active vendors and key contractual or service-related follow-ups, coordinating with business owners when vendor issues, renewals, or documentation updates need action.
• KYC / KYB & Vendor Due Diligence Coordination
• Own the coordination of KYC/KYB requests when ADI Foundation is required to provide information to a bank, vendor, partner, or other counterparty, including collecting questionnaires, corporate documents, and required information from relevant internal teams and coordinating submission through completion.
• Act as the internal coordinator for all KYC/KYB requests, ensuring all required corporate documents, questionnaires, approvals, signatures, and supporting information are collected from the relevant internal teams, with proactive follow-up until the submission is completed on time.
• Own the operational coordination of vendor/counterparty due diligence when ADI Foundation needs to perform a business check, including sending document and information requests, collecting responses, following up on missing items, and maintaining the relevant internal records.
• Support the Head of Compliance and Compliance team with business and background checks using internal screening systems, and ensure that supporting evidence, results, and documentation are properly organized and retained.
• Maintain clear trackers for all KYC/KYB and due diligence cases and drive follow-ups with internal stakeholders and counterparties until each case is completed.
• Invoices & Payment Coordination
• Receive and review vendor invoices against contracts, approved purchase requests/orders, agreed commercial terms, and supporting documentation before submitting them to Finance.
• Follow up on invoice discrepancies, missing documents, approvals, and payment status with vendors and internal teams.
• Maintain visibility over vendor payment requests and help ensure invoices are processed accurately and on time in coordination with Finance.
• Act as an operational point of contact between vendors and internal teams for procurement, documentation, compliance, and payment-related matters.

Why IdeaSoft What We Offer

Competitive compensation

Social package (24 working days of annual leave and 5 paid sick days)

Flexible working hours

Challenging projects in diverse business domains and a variety of tech stacks

Personal development and professional growth opportunities

Work with talented, ambitious and family-feel team

Educational possibilities: corporate courses, knowledge hubs, and in-house English classes

Compensation for your professional certification & support for your learning activities

Opportunity to choose IT equipment you like

Corporate social responsibility

Tamara Mitiagina Head of Recruitment