Associate Specialist, Procurement - Indirect

NTT Global Data Centers; Selangor; On-site; MYR 67,000 - 112,000; Full time

Job summary

NTT Global Data Centers in Malaysia is seeking an Associate Specialist, Procurement - Indirect to manage IT, professional services, marketing, and facilities spend. You will execute requisition-to-PO processing, support RFx events, supplier onboarding, and ensure policy compliance across the P2P process.

The role spans spend analytics, dashboard maintenance, and cross-team collaboration to drive cost efficiency.

Qualifications

• Bachelor’s degree in Commerce, Business, Supply Chain or Finance.
• 1–3 years in procurement/P2P/AP/operations; internship experience considered.
• CIPS Level 2-3 or equivalent procurement coursework preferred.]
• Hands-on experience with procurement platforms and catalog management.

Responsibilities

• Validate requisitions and convert approved requisitions into compliant POs.
• Run RFx events and prepare RFQ packs for low-to-medium spend.
• Coordinate supplier onboarding: tax docs, banking details, and compliance questionnaires.
• Track supplier compliance, insurance documents, and signed agreements.
• Provide end-user support on P2P, catalogs, GRNs, and invoicing.
• Maintain spend dashboards and support category teams with reporting.

Skills

Procurement processes

R2P

RFx support

Excel analytics

Vendor onboarding

Policy compliance

MS Excel

Education

Bachelor's degree in Commerce/Business/Supply Chain/Finance

CIPS Level 2-3 (preferred)

Tools

SAP Ariba

Coupa

Job description

The Associate Specialist, Procurement - Indirect supports the procurement team in managing indirect spend categories such as IT, professional services, marketing, and facilities. This role is responsible for executing transactional sourcing activities, processing requisitions and purchase orders, coordinating supplier onboarding, and ensuring compliance with procurement policies and approval workflows. The incumbent will assist in RFx events for low-to-medium complexity purchases, maintain accurate vendor and catalog data, and provide first-line support to stakeholders on P2P processes. Additionally, the role contributes to spend reporting, cycle time monitoring, and continuous improvement initiatives to enhance efficiency and cost-effectiveness.

KEY RESPONSIBILITY

Requisition-to-PO Processing (R2P)

• Validate requisitions: cost centers, GL codes, budget availability, and buying channels (catalog vs non-catalog).
• Convert approved requisitions into clean, compliant Purchase Orders (POs); monitor confirmations and delivery dates.
• Resolve PO issues (quantity, price mismatches, missing receipts) with users and suppliers.

Tactical Sourcing & RFx Support

• Run 3-quote competitive events for low-to-medium spend buys per threshold policy.
• Prepare RFQ packs: requirements, delivery terms, SLAs, evaluation criteria; consolidate responses.
• Conduct total cost of ownership (TCO) comparisons; recommend preferred supplier(s) for approval.
• Support spot buys and small, non-complex renewals (e.g., SaaS seats, licenses) under guidance.
• Coordinate supplier onboarding: tax docs, banking details, code of conduct, ESG/DEI questionnaires.
• Track supplier compliance: insurance certificates, data privacy/security docs, signed agreements.

Contract & Policy Compliance

• Ensure purchases adhere to Procurement Policy, DoA (Delegation of Authority), and Spend Thresholds.
• Route standard contracts to Legal; manage redlines via the contract repository; track expiries.
• Log policy deviations and obtain required approvals.
• Act as first-line support for end users on P2P, catalogs, GRNs, and invoicing.
• Monitor and resolve procurement tickets and workflow exceptions within SLA.
• Provide quick reference guides and FAQs to improve adoption and reduce errors.

Spend & Performance Analytics

• Maintain dashboards: cycle times, savings, compliance (off-contract %, no-PO invoices).
• Prepare weekly/monthly report packs for category teams and finance.
• Identify low-value recurring buys suitable for cataloging or blanket POs.
• Propose process streamlining (forms, templates, auto-approvals, catalog expansions).
• Participate in policy refreshes, tool enhancements, and training rollouts.

KNOWLEDGE & ATTRIBUTES

• Understanding of indirect procurement processes, requisition-to-PO workflows, and tactical sourcing.
• Hands-on experience with procurement platforms such as SAP Ariba, Coupa, or equivalent for requisition, PO creation, and catalog management.
• Familiarity with standard agreements (MSAs, SOWs) and compliance requirements.
• Ability to maintain accurate vendor master data and catalog content.
• Proficiency in Excel (pivot tables, lookups, conditional formatting) for spend analysis and performance dashboards.
• High accuracy in data entry and compliance checks.
• Ability to resolve PO discrepancies and workflow exceptions promptly.
• Clear and professional interaction with internal teams and suppliers.
• Adherence to procurement policies, Delegation of Authority (DoA), and audit requirements.
• Willingness to identify and suggest process enhancements.
• Exposure to SaaS/software procurement and renewals.
• Awareness of ESG/DEI supplier compliance requirements.
• Basic understanding of data privacy and security standards in supplier onboarding.

ACADEMIC QUALIFICATIONS & CERTIFICATIONS

• Outline the minimum education required an incumbent must have to perform the work.
• Be sure to mark preferences clearly.

REQUIRED EXPERIENCE

• Education: Bachelor’s degree (Commerce, Business, Supply Chain, Finance or equivalent).
• Experience: 1-3 years in procurement/P2P/AP/operations; internship experience considered.
• Certifications (preferred): CIPS Level 2-3, or equivalent foundational procurement coursework.