Administrator, Vendor Management & Procurement

ROLE DESCRIPTION SUMMARY

The incumbent is responsible for end-to-end operational procurement activities with a strong focus on Purchase Order (PO) management, ServiceNow ticket handling, SLA compliance, and coordination across Fixed Asset Management (FAM), Vendor Master Data (VMD), and Finance teams.
The role ensures timely and accurate PO creation, ticket resolution, asset-aligned procurement, and adherence to procurement policies, controls, and audit requirements. The incumbent acts as a key operational contact for procurement-related queries and contributes to process efficiency, data quality, and continuous improvement initiatives.

PRIMARY RESPONSIBILITIES / KEY RESULT AREAS

Specific External Workforce related responsibilities

• Raise, amend, and manage Purchase Orders in SAP / Oracale / Navision in line with approved requisitions, contracts, and procurement policies.
• Ensure PO creation and processing within defined SLAs, proactively managing exceptions and delays.
• Manage procurement-related ServiceNow tickets end-to-end, including intake validation, prioritization, resolution, and timely closure.
• Monitor ticket queues and PO backlogs, ensuring transparent status updates to stakeholders and escalation of aging items.
• Perform day-to-day Procure-to-Pay (P2P) operational activities including PO changes, cancellations, GR/IR alignment support, and issue resolution.
• Validate requisition data, pricing, tax, account assignment, cost centers, and asset indicators prior to PO creation.
• Ensure compliance with procurement policies, approval thresholds, and internal controls.
• Support procurement operations for low to mid-value purchases, ensuring accuracy, timeliness, and audit readiness.
• Support Fixed Asset-related procurement activities, ensuring correct asset classification, capitalization indicators, and alignment with accounting requirements.
• Work closely with the Vendor Master Data (VMD) team to ensure timely vendor creation, updates, and issue resolution.
• Validate vendor data requirements prior to PO creation to avoid downstream payment or compliance issues.
• Act as a key liaison between Procurement, Finance, AP, FAM, and business stakeholders to resolve operational issues.
• Ensure all procurement activities are executed in line with internal controls, SOX requirements, and audit standards.
• Maintain accurate documentation, trackers, and audit evidence for PO processing and ticket resolution.
• Prepare and maintain operational reports on PO volumes, SLA adherence, ticket aging, and exception trends.
• Identify recurring issues and contribute to process improvements, standardization, and automation opportunities.
• Provide clear, timely communication and guidance to stakeholders on procurement processes and requirements.
• Support transition, stabilization, and continuous improvement initiatives within Procurement Operations.

COMPETENCIES

• Strong expertise in Procurement Operations and Procure-to-Pay (P2P) processes
• High attention to detail with strong process discipline and control mindset
• Ability to manage high transaction volumes while meeting SLAs and quality standards
• Strong problem-solving and exception-handling capabilities
• Effective stakeholder management and communication skills across Finance, Procurement, and Operations
• Ability to work independently, prioritize tasks, and manage deadlines in a fast-paced environment

QUALIFICATIONS & EXPERIENCE

• BSc in Business Administration, Finance, Purchasing, Supply Chain Management, Engineering
• Bachelor’s degree in Business Administration, Finance, Supply Chain, Commerce, or Engineering
• 6–8 years of experience in Procurement Operations / PO Management within a Shared Services or corporate environment
• Strong hands-on experience with SAP P2P processes (S/4HANA preferred / Oracle)
• Proven experience managing ServiceNow or similar ticketing systems with SLA accountability
• Working knowledge of Fixed Asset-related procurement processes and coordination with FA teams
• Experience working with Vendor Master Data (VMD) processes and systems
• Proficiency in Microsoft Excel; reporting and data analysis experience preferred
• Experience working in a global, multi-cultural environment is an advantage