The Procurement Executive provides execution and coordination support to the procurement function, ensuring day‑to‑day operational efficiency, data integrity and compliance across procurement systems, supplier records and operational interfaces.
The role focuses on vendor onboarding, system maintenance, reporting, HSE coordination and operational support, enabling Procurement Managers to deliver effective sourcing, supplier performance management and cost optimisation outcomes. This is a hands‑on, detail‑driven role with strong exposure to procurement operations and stakeholder interaction.
Vendor Onboarding & Master Data Management
- Support vendor on boarding processes, including TPIDD documentation collection, validation and system setup.
- Maintain accurate and up‑to‑date supplier master data across procurement systems.
- Coordinate with suppliers and internal stakeholders to resolve onboarding or documentation gaps.
Contract & Documentation System Maintenance
- Maintain contract management systems, ensuring contracts, pricing schedules and expiry dates are accurately recorded.
- Support contract renewals by tracking timelines and preparing documentation for review.
- Maintain structured procurement documentation repositories in line with company governance requirements.
VIM System & Transactional Support
- Support Vendor Invoice Management (VIM) system maintenance and data accuracy.
- Coordinate invoice‑related queries with Finance, suppliers and Procurement Managers.
- Assist with troubleshooting basic system or process issues related to vendor invoicing.
Reporting & Data Support
- Prepare and maintain regular procurement reports, including KFC and other management reports.
- Support data extraction, validation and analysis to ensure accuracy and consistency of procurement reporting.
- Maintain trackers covering supplier status, contracts, onboarding and compliance.
HSE & Supplier Compliance Coordination
- Support HSE coordination activities, including PQNC tracking, audit preparation and follow‑up.
- Maintain records related to supplier audits, compliance checks and corrective action plans.
- Liaise with HSE, Operations and suppliers to support timely resolution of compliance matters.
Operational Support & Helpdesk
- Act as a first‑line procurement helpdesk, supporting delivery issues, supplier queries and internal requests.
- Coordinate with Procurement Managers to resolve supplier or service issues efficiently.
- Track and follow upon issues to closure to ensure service continuity.
New Product & System Setup Support
- Support new product creation activities in procurement or vendor data management systems (e.g. VDM– subject to confirmation).
- Ensure required data fields, approvals and documentation are completed accurately prior to activation.
Experience & Qualifications
- Diploma or equivalent experience in Procurement, Supply Chain, Business Administration or a related discipline.
- Over 2 years’ relevant experience in procurement, supply chain coordination or administrative support roles.
- Experience working with procurement or ERP systems (e.g. VIM, vendor master, contract management tools)is an advantage.
- Comfortable working with data, documentation and system‑based processes.
Core Competencies
- Strong attention to detail and commitment to data accuracy.
- Organised and methodical, with the ability to manage multiple tasks and deadlines.
- Service‑oriented mindset with good coordination and communication skills.
- Ability to work collaboratively with cross‑functional teams.
- Practical problem‑solver with willingness to learn procurement systems and processes.
