Procurement Specialist

Job Summary:

The Procurement Specialist is responsible for managing the end-to-end Procure to Pay process using the appropriate system workflows. This includes mitigating any risks that could jeopardise the on-time delivery of goods to a site.

The focus of the role is to manage the complete Purchase Order process; including placing and managing purchase orders, change orders, exception messages, supplier concessions/deviations and ensuring any back-end issues regarding good receipt and invoice discrepancies are addressed.

The role may also require conducting sourcing activities for specific categories that are not covered by the Sourcing Specialist role.


Responsibilities & Requirements:
Place the Purchase Order in line with the pre-defined supplier selection or as defined by the Sourcing Specialist using the commercial terms agreed.

• Ensure that Purchase Orders placed are cleanly. This means with the correct and applicable documentation and drawings, payment terms, incoterms and price and using the appropriate ERP system
• Purchase Orders and related management activities must be carried out within Procurement 360 user interface (UI)
• Order acknowledgements must be received from the supplier within 5 working days. Any updates to this date must also be received into the procurement cockpit and approved prior to being visible in the ERP
• Exception messages should be processed promptly so as to ensure the supplier has adequate time to address the specific requirements (move in/out, quantity/price change, split/hold line)
• The Procurement Specialist must ensure that the supplier provides the necessary documentation, on time, as defined in the Purchase Order
• Revisions to the original Purchase Order must be communicated immediately to the supplier for review and acceptance. Any changes to price/delivery must be approved before a revised PO is released
• Concessions or deviations originating from the supplier should be reviewed and approved and/or routed to the appropriate Quality representative for disposition
• Ensure that the supplier provides the necessary Advanced Ship Notifications to allow visibility to the shipment and included in the track and trace tool. Additional data such as weights and dimensions should be included
• Execute any spot sourcing demand not covered by the Sourcing Specialist function.
• Identify any specific supply/supplier risks as it pertains to the managed scope and elevate them through the appropriate process/hierarchy.
• Maintain Supply Chain owned ERP item master data. This includes price lists within Ariba Contracts
• Ensure continued open channels of communication with the suppliers to mitigate any risk, ensuring visibility of purchase order status at all times and on time shipment of goods
• Operate in full compliance to all Flowserve Policies & Procedures as applicable to the role.
• PO Placement Time
• MRP Exception Message Management
• Past Due PO’s
• Invoice/Good Receipt Discrepancy Resolution
• Cost Reduction (on managed sourced scope)
• Sourcing Strategy Compliance (on managed sourced scope)

Preferred Experience / Skills:

• Strong interpersonal relationship management  
• Solid commercial acumen and negotiation skills 
• Proficiency in Project Management 
• Knowledge of supply base in the region for the assigned categories 
• Strong analytical skills involving the collecting, analyzing and interpreting of data  
• Certified Supply Chain Professional 
• Ability to influence, communicate, and collaborate at all organizational levels 
• Expertise with MS Outlook, Word, Excel, and PowerPoint
• Knowledge of ERP’s and tools such as Ariba
• Data and process discipline
• 2+ years of experience in Supply Chain