Senior Specialist Purchase Order Management
Omya · Kuala Lumpur
Procurement & Payment Processing
Execute end-to-end purchase order processing, including PR-triggered PO creation, PO changes, order confirmation follow-up, and coordination of approval/release workflows, ensuring accuracy and timely processing.
Support downstream invoice and payment-related activities by validating PO-based invoice relevance, resolving complex price and quantity discrepancies, and preparing accurate documentation for further payment processing.
Data Management & Quality Assurance
Maintain and update supplier, material, and P2P master data relevant for purchase order processing, including purchasing info records and price conditions, ensuring data quality and initiating corrective actions where needed.
Manage supplier-related operational data required for effective PO execution, including onboarding-related setup, contract and source-of-supply linkage, and relevant performance data to support transactional procurement activities.
Issue Resolution & Process Improvement
Handle P2P case tickets related to invoice blocks, supplier inquiries, and purchase order corrections, resolving escalations and identifying opportunities for process improvement.
Monitor open purchase orders, incoming deliveries, and goods receipt issues in close collaboration with warehouses, suppliers, and business units, coordinating root-cause resolution including supplier dispute handling where required.
Process and coordinate special PO scenarios, such as inter-/intra-company transfer purchase orders and down payment initiation, in line with defined procedures
Compliance & Stakeholder Advisory
Ensure adherence to P2P policies, documentation requirements, and internal controls, advising stakeholders and reinforcing best-practice standards.
Support financial and operational period-end activities relevant to purchase order management, including GR/IR clarification, open PO review, and issue resolution in coordination with Accounts Payable and Finance.
JOB REQUIREMENTS
Education
Bachelor’s degree in Business Administration, Finance, Supply Chain, HR, Engineering or related field
Equivalent vocational qualification with strong experience may be considered
Experience
Experience as subject matter expert or senior operator is an advantage
2–4 years of experience in a process‑ or function‑related operational role
1–4 years of experience in a process‑ or function‑related operational role
Knowledge and skills
Advanced proficiency in P2P and procurement systems (e.g., SAP MM/FI, Ariba, workflow tools), including purchase order processing, approval workflows, master data handling, and troubleshooting of complex processing exceptions
Strong accuracy in transactional procurement processing and documentation, with ownership for data quality, process reliability, and audit readiness
In-depth knowledge of purchase order management processes, including PR-to-PO flow, order confirmations, goods receipt relevance, invoice matching, and applicable compliance requirements
Ability to resolve complex operational P2P issues, conduct root-cause analysis, and drive corrective actions across suppliers, warehouses, and internal stakeholders
High attention to detail in PO execution, master data maintenance, price and quantity validation, and financially relevant transaction data, ensuring compliance and minimizing operational and financial risk
Other Requirements
Good understanding of documentation requirements across the purchase order process, including PO approval, goods receipt and invoice-related controls, with the ability to guide others and ensure adherence
Strong customer-service mindset, able to manage escalations and coordinate effectively with suppliers, warehouses, business units, and internal stakeholders
Ability to handle confidential supplier, commercial, and financially relevant data appropriately, ensuring compliance, risk awareness, and best-practice handling
POSITION SCOPE
Reporting Line(s)
Solid line(s) to: Team Lead Purchase Order Management
Dotted line(s) to:
Number of direct reports: 0
Number of dotted line reports:
Performance Measures
Performance measures will be defined on team specific service obligations
Working Relationships
Internal contacts:
Team Lead Purchase Order Management
Invoice Management
Payments Management
Travel & expense Mgmt.
Process Management P2P
External contacts
Supplier