Digitalization & Procurement Specialist

Kuala Lumpur
Permanent
Full-time

11 days ago

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.Job titleDigitalization & Procurement Specialist, FSSPurposeThe Digitalization & Procurement Specialist plays a dual role in supporting both finance digitalization and procurement master data integrity. This includes managing the digital invoice processing workflow, handling ServiceNow ticket triage and resolution, and serving as the subject matter expert (SME) for digital tools and continuous improvement. In parallel, the role supports procurement by maintaining accurate supplier and contract master data within procurement systems, ensuring compliance with internal standards and enabling efficient sourcing and financial operationsInterrelationsThe position reports operationally to Digitalization Team Leader. Functionally aligned with Procurement team (for master data standards and oversight)Formal authoritiesHas the authority to act within this Functional Description and within the chart of authority as outlined in the company’s Global Integrated Management System (GIMS).Main responsibilitiesPosition-holder is responsible for:A. Digitalization & Supplier Invoice Management

Act as SME for the Hypathos digitalization tool—support enhancements and process improvements.
Manage failed invoice interfaces into IPA, resolving errors and exceptions.
Annotate invoices for newly registered suppliers to ensure smooth processing.
Perform testing and setup for new entities within the digitalization platform.
Troubleshoot basic digital processing issues and escalate complex problems appropriately.
Support supplier and customer registration workflows, ensuring data correctness before system entry.
Triage and manage ServiceNow tickets related to digital tools: escalate, resolve, and ensure adherence to SLAs.
Maintain high ticket quality with complete data and accurate resolutions.
Analyze ServiceNow ticket trends to identify recurring issues and drive continuous improvement.

B. Procurement Master Data Administration

Maintain supplier and contract master data in Ivalua (or equivalent system): onboarding, metadata maintenance, and version control.
Validate supplier master data and perform quality checks for completeness and compliance.
Upload, tag, and manage contracts with correct metadata and revision history.
Conduct regular data maintenance: identify outdated or duplicated records and implement cleanup.
Coordinate monthly or ad-hoc audits to uphold data governance standards.

C. Documentation, Process Improvement & Projects

Document system settings, process flows, and reporting procedures for both digitalization and procurement.
Support ongoing optimization initiatives—enhance efficiency across digital workflows and procurement processes.
Participate in system implementations, migrations, or upgrades related to Hypathos, IPA, Ivalua, or ERP systems.
Assist cross-functional teams with ad-hoc projects or operational support as needed.

Ensure confidentiality and integrity of all information handled.

AccountabilitiesThe position-holder will be measured against:

Ensure compliance of Chart of Authority
Delivering of relevant, timely and accurate information
Meeting financial deadlines and service levels
Accuracy and timeliness of invoice and master data processing
Compliance with SLAs and internal policies
Stakeholder satisfaction and feedback
Data integrityand issue resolution efficiency

Health & SafetyAs an employee:The employee is responsible to adhere to the company’s health and safety* requirements to ensure their own safety and the safety of their colleagues by:participating in risk assessment processes in the workplace completing required health and safety training and certifications following safe work practices and procedures and use personal protective equipment (PPE) when required inspecting equipment and the workplace regularly and actively eliminating hazards reporting accidents, incidents, injuries, near misses, safety risks and issues of non-compliance with health and safety procedures according to internal procedure Developing the safety culture at own workplace and cooperating with others on matters relating to health and safety*this includes physical as well as psychosocial health and safetyQualifications

Bachelor’s degree preferably in Engineering, Accounting or Finance
Minimum 2 years of relevant experience in finance and/or digital environments
Experience in SSC / BPO enviornments is advantageous
Adaptability to shift work, if required
Good knowledge of accounting principles and transaction flows
Computer literacy – Excel, Word and other large enterprise systems is advantageous (e.g. IFS, SAP, Oracle etc.)
Data engineering or coding experienceis a plus
Able to work in a high-volume, fast paced environment
Good command of the English language (spoken & written). Additional European / Middle Eastern / Asian language(s) skills will be advantageous

Additional preferences· Excellent communication skills and cultural awareness· Customer-centric mindset with a proactive, positive attitude· Experience in migrations or system implementations· Strong problem-solving and analytical skills· Ability to prioritize, multi-task, and meet deadlines· Independent working style with a sense of accountability and ownership· Attentive to detail, structured, and well-organizedProcess Involvement

AP
Month End Closing
WSS Policies & Procedures
FSS Work instructions
Monthly Financial Reporting

Wilhelmsen

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