In-direct Procurement Specialist

Finance
Full Time
Experienced
Published on 03/06/2024
On Premises

Job Description

Overview

The In-direct Procurement Specialist is responsible for creating and processing purchase orders for standard and centralized purchases and for vendor communication to resolve discrepancies. S/he will also perform regular tasks required by the system to achieve on-time invoices posting and regular payment. As the Procurement Officer in the organizational unit p2p (FRSP), you procure materials and services from a portfolio of suppliers in accordance with existing contracts, in compliance with the procurement policy, customer-, technical-, legal requirements at economical favorable terms and conditions and within the required quality standards.

Main tasks

  • Create purchase orders (POs) for standard purchases (no vendor selection), create PO for e-catalogue when applicable and all other purchases where sourcing is at a place and centralized and in co-operation with indirect procurement category manager;
  • Send PO to the supplier and correspondence with the supplier in order to achieve a clear understanding between parties involved in the process;
  • Manage POs - i.e. PO creation, make necessary justification where necessary and where applicable in order to achieve 2/3W match, follow DoA rules, WI’s and procurement policy;
  • Make sure that PO acknowledgement complies with PO requirements prior to invoice issuance (correct PO data, VAT / price / QTY / and in case of misalignment contact the vendor);
  • Contact supplier in case of difference and when data mismatch requires the issuance of additional documentation (invoices or CN’s), or make necessary justifications on the PO according to relevant WI’s;
  • Perform necessary approvals of the invoice in very urgent cases without adjusting PO and according to urgent business requirements;
  • Contact category manager responsible for the strategic procurement in case clarification and support are needed;
  • Perform necessary activities regarding checking that goods and services are received in quantity and quality requested and contact the logistics department or business in case of necessary approval and clarifications;
  • Make approval of service confirmation in the system upon receiving confirmation from the business in case of a 2-way match;
  • Correspond / reply to the task required by the AP department during the process of posting in order to solve the mismatch between invoice and PO;
  • Maintain good relationship with all vendors within the given scope of work in collaboration all the time with category managers;
  • Maintain the list of all open and closed POs with the corresponding PR’s in the P2P folder and SAP;
  • Prepare necessary documentation and reporting on the internal control and management request.
  • Engage in any other task assigned by the Company.

Your profile

  • High education in Finance or Economics is preferred;
  • 1+ year in procure to pay or procurement;
  • 1+ year of experience in Finance / Accounting would be desired;
  • MS Office skills - advanced Excel skills;
  • Knowledge of SAP (FI and MM modules);
  • Good command of English;
  • Strong communication and interpersonal skills;
  • Analytical personality with attention to detail;
  • A service-oriented person able to work under pressure and meet deadlines;
  • Team player.
Languages
  • English