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Digitalization & Procurement Specialist

Digitalization & Procurement Specialist

Wilhelmsen groupKuala Lumpur, Kuala Lumpur, Malaysia
30+ days ago
Job description

Overview

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Job title

Digitalization & Procurement Specialist, FSS

Purpose

The 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 operations.

Interrelations

The position reports operationally to Digitalization Team Leader. Functionally aligned with Procurement team (for master data standards and oversight).

Formal authorities

Has 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 responsibilities

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.

    • Accountabilities

    The 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 integrity and issue resolution efficiency

    • Health & Safety

    As 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 safety

    • Qualifications

  • 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 environments 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 experience is 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-organized

    • Process Involvement

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

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    Procurement Specialist • Kuala Lumpur, Kuala Lumpur, Malaysia