Role
The Day-To-Day Activities
Job Responsibilities
• Responsible for providing support for various aspects of Procurement functions including day-to-day operations and system support
• Support process improvement and automation initiatives
• Prepare and deliver periodical and ad-hoc reports
Key Experiences and Qualifications
1. Procurement System & Process
Ariba System
• Custodian and administrator of Ariba Sourcing, Supplier Information Performance Management and Contract Management Module
• Provide day-to-day operation support including internal and external user IDs and password maintenance, delegation
• Coordinate with relevant stakeholders to provide system support for issues highlighted by buyers, internal users and vendors
• Monitor, support and update auction events including direct line request and internal auction tracker
• Maintain and update information of vendor database in Ariba
• Support end-to-end vendor on-boarding process
• Monitor and ensure all vendor profiles are up-to-date as per requirement
• Assist in communicating and working together with Ariba Support to resolve system issues
• Provide support in preparation and updates of system user guide
• Identify ways for system improvement and provide support in managing implementation of new enhancements including requirement gathering, perform user acceptance test (UAT), training
and documentation
• Stay aware of new technology relating to Ariba’s new feature deployment to ensure that we leverage these new functions for improvements
SAP System
• Coordinate the assignment of incoming Purchase Requisition (PR) to respective buyers in SAP
• Identify ways for system improvements and provide support in managing implementation of new enhancement including user requirement, UAT and documentation
• Assist in communicating and working together with IT SAP team to resolve system issues
Process
• Provide support to ensure effective and efficient process, governance and compliance to support departmental objectives and goals
• Contribute ideas to improve processes and provide support in managing implementation of new processes
• Support forums and mechanism set up for continuous improvement
• Assist in training and ensure documentation of changes to process and procedures are updated timely
2. Reporting
• Compile weekly report to Head of Department
• Prepare and deliver monthly report to Head of Division
• Prepare and deliver monthly and quarterly open PO report to Finance team and management
• Prepare departmental KPI report
• Prepare and deliver relevant, effective and insightful reports and coordinate with other teams in the department to provide information or report as-and-when required
3. Others
• Assist with data/information request from other departments/divisions
• Assist with organizing and coordinating departmental meetings including venue arrangement, refreshment etc
• Assist with audits and provide necessary information and documentation
• Assist in overall departmental administration; office supplies, repair & maintenance of office equipment etc
• Tasks as-and-when assigned