Senior Specialist Purchase Order Management

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