Senior Associate Specialist, Procurement - Indirect

The Senior 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 RESPONSIBILITIES
• Requisition-to-PO Processing (R2P)
• Validate requisitions: cost centers, GL codes, budget availability, and buying channels (catalogue vs. non-catalogue).
• 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.
• Supplier Enablement & Master Data
• Coordinate supplier onboarding : tax docs, banking details, code of conduct, ESG/DEI questionnaires.
• Maintain accurate vendor master data , catalogue content, pricing updates.
• 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.
• Stakeholder Support & Ticket Handling
• Act as first-line support for end users on P2P, catalogues, 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 cataloguing or blanket POs.
• Continuous Improvement
• Propose process streamlining (forms, templates, auto-approvals, catalogue 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 catalogue management.
• Familiarity with standard agreements (MSAs, SOWs) and compliance requirements.
• Ability to maintain accurate vendor master data and catalogue 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
• Education: Bachelor’s degree (Commerce, Business, Supply Chain, Finance or equivalent).
• REQUIRED EXPERIENCE
• Experience: 3-5 years in procurement/P2P/AP/operations; internship experience considered.
• Certifications (preferred): CIPS Level 2–3, or equivalent foundational procurement coursework.
• PHYSICAL REQUIREMENTS
• Regularly moves equipment and other hardware up to 25 lbs.
• Frequently move about inside and outside of data center / facility
• Remain stationary for long periods of time.
• Ascend / Descend a ladder and perform duties atop a raised platform.
• Position self in small spaces.
• Operate computer, peripherals, and other office equipment.
• Perform work during US business hours and time zones.
• May work onsite at a data center location occasionally.
• Exposure to varying temperatures and loud noises.
• Exposure to outdoor weather conditions.
• Travel required 10% of time.
• Hybrid role; may perform work from a remote location with stable internet connection.