Associate Specialist, Procurement - Indirect

NTT Global Data Centers; Shah Alam; On-site; MYR 54,000 - 90,000; Full time

Job summary

NTT Global Data Centers in Malaysia invites an Associate Specialist, Procurement – Indirect to support the procurement team across IT, professional services, marketing and facilities. You will execute transactional sourcing, process requisitions and POs, onboard suppliers and ensure policy compliance.

You will assist RFx events for low-to-medium spend, maintain vendor/catalog data, and contribute to spend reporting and process improvements to boost cost-effectiveness and efficiency.

Qualifications

• Bachelor’s degree in commerce, business, supply chain, or finance.
• 1–3 years in procurement/P2P/AP; internship eligible.
• CIPS Level 2–3 or equivalent procurement coursework preferred.

Responsibilities

• Validate requisitions, cost centers, and budget availability.
• Convert approved requisitions into compliant POs and track deliveries.
• Coordinate supplier onboarding and ensure tax docs and ESG questionnaires.
• Run 3-quote RFx for low-to-medium spend and support spot buys.
• Maintain vendor data, catalogs and monitor supplier compliance.
• Monitor procure-to-pay tickets and enforce SLA.

Skills

Indirect procurement

R2P workflows

Sourcing

Procurement platforms

Excel

Vendor master data

Compliance

Education

Bachelor’s degree

CIPS Level 2-3

Tools

SAP Ariba

Coupa

Job description

Associate Specialist, Procurement - Indirect

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.