Job Description

At IBM Finance & Operations, we are the backbone of IBM's transformation driving efficiency, transparency, and smart decision-making across the business. Our teams provide the insight and discipline that guide strategy, ensure financial strength, and enable IBM to invest in innovation and growth. Working in Finance & Operations means combining analytical skills with collaboration and curiosity. You'll partner with colleagues across functions and geographies, using data, technology, and process excellence to create solutions that improve performance and deliver measurable impact. IBM offers continuous learning, career development, and a culture that values diverse perspectives. Join us and be part of a global team that keeps IBM moving forward, while building your own future in a dynamic and evolving environment. The Procurement Specialist - Spot Buyer - serves as the foundational role for developing procurement expertise. This position acts as the first point of contact for all procurement-related activities within the client organization. The role includes advisory services, purchase order placement, and support for procurement systems and processes. The Procurement Specialist plays a key role in delivering end-to-end procurement operations. This position serves as the initial point of contact for all procurement-related activities within the client organization. Responsibilities span the full procurement lifecycle, including advisory services, purchase order placement, supplier coordination, and support for procurement systems and processes, with a focus on process efficiency and compliance. The role is foundational for building procurement expertise and ensuring seamless operational execution. Key Responsibilities

Purchase Order Management o

Review and validate purchase requisitions for completeness and compliance; reach out to suppliers for quotation as required. o

Ensure timely and accurate PO processing aligned with business needs. o

Modify and cancel purchase orders, upon gathering and administering all relevant documentation

Outline Agreement Management o

Create, modify, and close outline agreements to enable auto-PO creation across clusters (Raw Material, Logistics & Tolling, Indirects & Services). o

Maintain agreement data in line with procurement policies and supplier updates.

Vendor Master Data Activities o

Collect and verify supplier documentation for onboarding and updates. o

Enter and maintain vendor information in the ERP system. o

Resolve data discrepancies through clarification with suppliers and stakeholders.

Ariba Supplier Network Enablement & Troubleshooting o

Assist suppliers with Ariba registration and onboarding. o

Provide first-level support for Ariba-related issues and escalate invoicing and technical problems as needed.

Procurement Policy & Process Compliance o

Enforce category directives and procurement policies during requisition review. o

Act as a subject matter expert in end-to-end purchasing processes. o

Provide guidance on client-specific procurement policies and category strategies.

Stakeholder & Supplier Collaboration o

Liaise with requisitioners, suppliers, sourcing buyers, and Accounts Payable to clarify requirements and resolve issues.

Invoice & Payment Issue Resolution o

Interface with suppliers and internal teams to resolve payment delays or discrepancies. o

Liaise with stakeholders, suppliers, and Accounts Payable to resolve parked invoices (unable to be booked) and blocked invoices (due to price or quantity mismatches). o

Collaborate with Accounts Payable to clear invoice holds and ensure payments timely.

Documentation & Audit Readiness o

Ensure all purchasing activities and communications are properly logged and audit-ready into the ticketing tool and/or ERP system. o

Maintain accurate records of transactions, approvals, and supplier interactions.

Application & End-User Support o

Provide system support and process walkthroughs to end users. o

Escalate unresolved issues according to defined escalation paths and timelines.

Key Stakeholders

Suppliers
Sourcing Buyers / Category Managers (IBM and Client-side)
Requesters (Client-side)
Accounts Payable
Line Management Scope of Work
Operates as an individual contributor with full ownership of day-to-day procurement activities.
Responsible for meeting operational metrics and ensuring compliance with procurement policies.
Makes informed decisions based on gathered data and stakeholder input. Ability to speak Mandarin in business context

Strong understanding of procurement operations and ability to translate business needs into procurement actions. Excellent verbal and written communication skills. Strong time management and prioritization abilities. High attention to detail and a quality-driven mindset. Self-motivated, assertive, and collaborative team player. Familiarity with procurement systems and tools. Knowledge of category strategies and business control requirements. Ability to maintain high levels of client and stakeholder satisfaction. Malaysia Enterprise Operations Hybrid Professional PETALING JAYA, MY (0088) IBM Malaysia Sdn. Bhd.