Operation Procurement Executive (3+) - English must have

Position purpose
Support the accurate, timely and compliant execution of day-to-day procurement from purchase request through purchase order, delivery, receipt and invoice coordination. The role keeps purchasing records, supplier data, contract renewal information and operational reports complete and current.
Based in HCMC and reporting to the Procurement Manager, the Operation Procurement Executive connects approved procurement processes with daily business needs. The role handles routine transactions and supplier follow-up within assigned authority, resolves operational issues with internal teams and escalates material exceptions for decision.
Key responsibilitiesPurchase to Pay operations and documentation
Review Purchase Requisitions for complete specifications, quantities, budget confirmation, supporting documents and required approvals.
Create, issue and amend Purchase Orders accurately in the ERP or SAP system after the required approvals are in place.
Track order acknowledgement, delivery, goods or service receipt, invoice status and PO closure, and keep requestors informed of progress.
Maintain a complete and traceable P2P documentation trail for each transaction, including quotations, approvals and delivery evidence.
Coordinate with requestors, Finance and Accounts Payable to resolve PO, receipt, invoice and payment discrepancies through closure.
Escalate overdue orders, unauthorized requests, material price variances and process exceptions promptly to the Procurement Manager.
Purchasing and supplier coordination
Research suitable suppliers, obtain quotations and confirm that bidders can meet the required scope, quality and delivery schedule.
Prepare clear quotation comparisons covering price, lead time, quality, service, payment terms and other relevant commercial conditions.
Place orders with approved vendors and coordinate specifications, quantities, delivery dates and required documents with suppliers and internal users.
Support routine supplier negotiations within approved parameters and refer material commercial or contractual deviations to the Procurement Manager.
Follow up on late deliveries, shortages, quality concerns, invoice disputes and other operational issues with vendors, Warehouse, Logistics and business teams.
Vendor onboarding and master data
Collect required vendor onboarding documents, including company, tax, bank, compliance and due diligence information.
Check submissions for completeness and consistency and route them through the required review and approval workflow.
Support supplier master creation and change requests while following segregation of duties, data controls and approval requirements.
Maintain organized onboarding and supplier records and assist with periodic master-data review, validation and clean-up.
Record delivery, quality and service issues for supplier performance reviews and flag incomplete, inconsistent or potentially high-risk vendor information.
Contract and renewal register
Maintain the contract and renewal register with the contract owner, supplier, term, expiry date, notice period and renewal status.
Send timely renewal reminders and coordinate next steps with business owners, Procurement, Legal and Finance.
Keep signed contracts, amendments, commercial schedules and related approvals properly filed and readily retrievable.
Check that purchase orders align with current contracts, approved suppliers and agreed commercial terms before release.
Flag upcoming expiries, automatic-renewal risks, missing documents and unclear ownership to the Procurement Manager.
KPI spend and inventory analytics
Maintain procurement KPI and spend dashboards using reliable data from ERP, SAP and other approved sources.
Support reporting on purchasing volume, PO cycle time, delivery performance, contract status, supplier issues and process exceptions.
Analyze quotations, spend, price changes and cost drivers, and highlight unusual variances or practical cost-saving opportunities.
Coordinate with Inventory, Warehouse and Logistics teams to understand stock availability and help avoid shortages, excess stock and unnecessary urgent purchases.
Compliance audit readiness and improvement
Execute procurement activities in line with company policy, delegated authority, competitive-quotation requirements and ethical standards.
Confirm that approvals and required supporting documents are in place before a purchase order or other commitment is released.
Keep purchasing, vendor, delivery and contract records audit-ready and support internal or external audit information requests.
Report suspected conflicts of interest, control gaps, policy breaches or unreliable data through the appropriate channel.
Improve templates, trackers, data quality and workflows, and present recurring issues with a clear analysis and recommended next step.
Decision authority
Execute routine purchases, purchase orders, supplier follow-up and operational reporting within approved policies, budgets and delegated authority.
Prepare quotation comparisons and recommendations; vendor approval, contract commitment, process exceptions and payments remain with the designated approvers.
Escalate material commercial, legal, compliance, data, supplier or supply-continuity risks before a commitment is made.
Measures of success
Performance will be assessed against agreed targets in the following areas:
Purchase execution: Accurate PR and PO processing completed within agreed service levels
Delivery follow-up: Orders tracked proactively and routine supply issues closed on time
P2P documentation: Complete, traceable records that meet policy and audit requirements
Vendor and contract control: Reliable onboarding, supplier master and renewal-register data
Reporting quality: Accurate KPI and spend dashboards delivered on the agreed schedule
Compliance and service: Policy adherence, timely escalation and clear stakeholder communication
Qualifications and experience
Bachelor's degree in Supply Chain, Procurement, Logistics, Business Administration, Economics, Finance or a related discipline.
Two to three years of relevant experience in procurement operations, purchasing, P2P or supply chain.
Hands-on experience reviewing purchase requests, creating purchase orders, tracking deliveries and coordinating with suppliers.
Experience researching suppliers, obtaining quotations, preparing comparisons and supporting routine commercial negotiations.
Working knowledge of P2P controls, supporting documentation, approval workflows and supplier onboarding requirements.
Experience using an ERP system is required; practical exposure to SAP is preferred.
Good proficiency in Excel or Google Sheets; exposure to contract tracking, inventory coordination or audit support is an advantage.
Technical capabilities
Purchase request and purchase order processing, quotation comparison, supplier coordination and routine invoice-discrepancy follow-up.
Working knowledge of ERP, SAP or e-procurement systems and accurate management of supplier and transaction master data.
Data validation, reconciliation and operational reporting using Excel, Google Sheets or approved dashboard tools.
Understanding of procurement controls, contract renewals, audit-ready documentation and basic inventory or order-management tools.
Professional competencies
Strong attention to detail and consistent accuracy in data, documents and transactions.
Organized and disciplined, with the ability to manage several operational deadlines.
Practical problem solving, sound analysis and timely escalation when an issue exceeds assigned authority.
Clear communication, routine negotiation skills and dependable follow-up with suppliers and stakeholders.
Cost and inventory awareness and a service-oriented approach to cross-functional collaboration.
Integrity, confidentiality, respect for procurement controls and a willingness to learn and improve processes.
Language requirements
Vietnamese proficiency and working English are required for daily stakeholder communication, supplier correspondence and procurement documentation.
Working relationships
Internal stakeholders include the Procurement Manager, Finance and Accounts Payable, Legal, Operations, Inventory, Warehouse, Logistics, IT and business requestors.
External stakeholders include approved suppliers, prospective vendors, service providers and logistics partners involved in procurement delivery.