Procurement Operations - Spot Buyer (Mandarin Bilingual)

Overview

At IBM Finance & Operations, we are integral to the transformation of IBM, enhancing efficiency, transparency, and informed decision-making throughout the organization. Our teams deliver insights and discipline that shape strategy, bolster financial strength, and empower IBM to invest in innovation and expansion. A career in Finance & Operations combines analytical prowess with teamwork and inquisitiveness. You will collaborate with colleagues across various functions and regions, leveraging data, technology, and process excellence to develop solutions that enhance performance and yield measurable results. IBM fosters continuous learning, career growth, and a culture that appreciates diverse viewpoints. Join our global team that drives IBM's progress while shaping your own career in a vibrant and evolving setting.

Role and Responsibilities

The Procurement Specialist - Spot Buyer is a pivotal position for cultivating procurement expertise. This role serves as the primary contact for all procurement-related functions within the client organization. Responsibilities encompass advisory services, purchase order management, and support for procurement systems and procedures.

The Procurement Specialist is essential in executing comprehensive procurement operations. This position acts as the first point of contact for procurement-related activities within the client organization. Duties cover the entire procurement lifecycle, including advisory services, purchase order placement, vendor coordination, and support for procurement systems and processes, with an emphasis on efficiency and compliance. This role is crucial for developing procurement expertise and ensuring smooth operational execution.

Primary Responsibilities

• Purchase Order Management
• Review and validate purchase requisitions for accuracy and compliance; contact suppliers for quotations as necessary.
• Ensure prompt and precise processing of purchase orders in alignment with business requirements.
• Modify and cancel purchase orders by gathering and managing all necessary documentation.
• Outline Agreement Management
• Create, amend, and finalize outline agreements to facilitate auto-PO generation across various clusters (Raw Material, Logistics & Tolling, Indirects & Services).
• Maintain agreement data in accordance with procurement policies and supplier updates.
• Vendor Master Data Management
• Collect and validate supplier documentation for onboarding and updates.
• Input and sustain vendor information in the ERP system.
• Address data discrepancies through communication with suppliers and stakeholders.
• Ariba Supplier Network Support & Troubleshooting
• Assist suppliers with Ariba registration and onboarding processes.
• Provide first-level assistance for Ariba-related queries and escalate invoicing and technical issues as required.
• Procurement Policy & Process Compliance
• Uphold category directives and procurement policies during requisition evaluations.
• Serve as a subject matter expert in comprehensive purchasing processes.
• Offer guidance on client-specific procurement policies and category strategies.
• Stakeholder & Supplier Collaboration
• Communicate with requisitioners, suppliers, sourcing buyers, and Accounts Payable to clarify needs and resolve issues.
• Invoice & Payment Discrepancy Resolution
• Collaborate with suppliers and internal teams to address payment delays or discrepancies.
• Work with stakeholders, suppliers, and Accounts Payable to resolve parked invoices (unable to be processed) and blocked invoices (due to price or quantity mismatches).
• Partner with Accounts Payable to clear invoice holds and ensure timely payments.
• Documentation & Audit Preparedness
• Ensure that all purchasing activities and communications are properly documented and ready for audits in the ticketing tool and/or ERP system.
• Keep accurate records of transactions, approvals, and supplier communications.
• Application & End-User Support
• Provide system assistance and process guidance to end users.
• Escalate unresolved issues according to established escalation paths and timelines.
  
  

Key Stakeholders

• Suppliers
• Sourcing Buyers / Category Managers (both IBM and Client-side)
• Requesters (Client-side)
• Accounts Payable
• Line Management
  
  

Work Scope

• Functions as an individual contributor with complete responsibility for daily procurement activities.
• Accountable for meeting operational metrics and ensuring adherence to procurement policies.
• Makes data-driven decisions based on collected information and stakeholder feedback.
  
  

Preferred Qualifications

Bachelor's Degree

Essential Technical and Professional Skills

• Proficiency in spoken Mandarin within a business context
• Strong comprehension of procurement operations and ability to translate business requirements into procurement actions.
• Exceptional verbal and written communication capabilities.
• Strong organizational and prioritization skills.
• High attention to detail and a commitment to quality.
• Self-driven, assertive, and a cooperative team player.
• Familiarity with procurement systems and tools.
• Understanding of category strategies and business control requirements.
• Ability to maintain high levels of client and stakeholder satisfaction.