The Procurement Specialist plays a key role in managing the end-to-end procurement process for indirect goods and labels, including purchase requisitions (PR), purchase orders (PO), amendments, and invoice reconciliation through VIM. This role ensures that all procurement activities are executed efficiently and in alignment with company policies and Standard Operating Procedures (SOPs).

Working closely with internal stakeholders, the Procurement Specialist ensures that all purchases are processed through standardized systems such as Ivalua and SAP, and that goods are delivered in the correct quality, quantity, location, time, and at the right cost. In addition, the Procurement Specialist collaborates with Category Managers to support the implementation of category strategies, driving consistency and value across procurement operations.

Order Management

• Respond promptly to the needs of internal stakeholders and proactively clarify all required information to place an order (e.g., commercial conditions, timelines, specifications, transport mode, packaging, etc.).
• Convert Purchase Requisitions (PR) to Purchase Orders (PO) in SAP for label requirements raised by the Planning team.
• Validate and process PRs raised in Ivalua by other departments for indirect spend (materials or services).

Purchase Order (PO) Follow-up

• Ensure all POs are released in line with the Delegation of Authority (DoA).
• Maintain and update POs in SAP with accurate information such as order confirmations, delivery dates, price revisions, and closure of obsolete or undelivered POs.
• Review overdue deliveries weekly and monitor delayed items to ensure timely follow-up and resolution.
• Collaborate with suppliers to manage and communicate any late deliveries internally, updating POs accordingly and escalating to the Category Manager where needed.
• Serve as the key liaison between suppliers and internal stakeholders to resolve operational issues such as pricing discrepancies, volume variances, delivery schedules, document requirements, goods receipt issues, invoicing disputes, and supplier payment reminders.

  Supplier Interface

• Act as the primary operational contact with suppliers for all documentation and communication related to orders.
• Request and manage supplier documentation such as transport documents, certificates of origin, HS codes, proof of delivery, long-term declarations, ISO certifications, and samples, ensuring proper distribution or storage in designated folders.
• Provide clear instructions to suppliers on delivery, invoicing, barcoding, and shipping mark requirements.
• Manage demand changes in coordination with Planning and other stakeholders to secure or delay supply as needed and communicate outcomes effectively.
• Support the strategic procurement team in handling supplier complaints or non-conforming deliveries by collecting and documenting relevant operational data (e.g., root cause analysis, corrective actions) in collaboration with Quality Control (QC), Quality Assurance (QA), and Category Managers.

Data Management