Procurement Excellence & Governance Intern

The Procurement Excellence & Governance Intern supports the Group Procurement Excellence & Governance team across procurement operations, governance and process excellence. The primary focus is accurate data entry, transaction administration and maintenance of records for purchase-to-pay (P2P) and vendor onboarding. The intern also assists with policy and SOP documentation, compliance monitoring, process mapping and practical improvements to procurement workflows.
The role operates under supervision and does not hold approval or policy decision rights.
2. Key Responsibilities
A. Purchase-to-Pay (P2P) Administration
· Assist with data entry and administrative processing of approved purchase requests and purchase orders in the designated ERP system (e.g. NetSuite).
· Review submitted forms and supporting documents for completeness before processing, and flag missing, inconsistent or unclear information to the responsible team member.
· Update purchase order details and supporting records based on authorised instructions and approved documentation.
· Assist with tracking purchase requests, purchase orders and goods receipt or service confirmation records, where applicable.
· Maintain organised electronic records and ensure documents are filed in the appropriate locations for traceability and audit purposes.
· Follow up with internal requestors on incomplete information or outstanding documentation under the guidance of the Procurement Operations team.
B. Supplier Onboarding and Master Data
· Assist with collecting and checking supplier registration forms and required supporting documents for completeness.
· Enter supplier information into the designated forms, trackers and systems, ensuring data is accurate and consistent with the submitted documents.
· Support supplier onboarding workflows, including tracking the status of due diligence, screening and supplier creation requests.
· Assist with maintaining supplier master data and onboarding records in accordance with established procedures.
· Flag missing documents, duplicate supplier records, inconsistent details or other potential data-quality issues to the responsible team member.
· Coordinate administrative follow-ups with internal stakeholders and suppliers where authorised, using approved communication templates.
C. Governance, Controls, Data & Process Excellence
· Update procurement trackers, spreadsheets and status reports for P2P transactions and supplier onboarding activities.
· Perform basic data checks to identify incomplete fields, duplicates and inconsistencies, and help maintain accurate records.
· Assist with compiling routine operational reports and supporting documentation for internal review and audit requests.
· Support the Procurement Operations team with document management, process administration and other day-to-day tasks as assigned.
· Handle supplier and company information confidentially and comply with internal data-protection, information-security and records-management requirements.
· Assist with maintaining procurement policy and SOP libraries, process guidance, templates and version-control logs; help format and update documents as directed.
· Support routine governance checks by maintaining compliance trackers for sourcing thresholds, purchase order documentation, vendor screening status and approval evidence; escalate exceptions for review.
· Help map existing P2P and vendor onboarding workflows, identify repetitive manual steps and document process gaps or improvement suggestions.
· Support simple process improvements such as cleaner templates, standardised trackers, data-validation checks and user guidance, subject to team review.
· Assist with spend data cleansing, KPI inputs, operational dashboards and reporting on transaction volumes, turnaround times, outstanding cases and data completeness.
· Help organise training materials, user guides, meeting notes and communications for procurement policy and process rollouts.
3. Key Deliverables
· Accurate and timely entry of assigned P2P transactions and supplier information.
· Complete and properly organised supporting documentation for purchase and onboarding records.
· Updated trackers showing the status of purchase requests, purchase orders and supplier onboarding cases.
· Early escalation of incomplete submissions, data discrepancies and process exceptions.
· Reliable administrative support that helps the Procurement Operations team process requests efficiently.
· Updated compliance trackers, policy/SOP documentation and practical suggestions for process simplification.
· Currently pursuing a degree in Business, Supply Chain Management, Procurement, Accounting, Information Systems or a related discipline.
· Comfortable working with Microsoft Excel, Word, Outlook and other standard office applications.
· Careful and detail-oriented, with a strong focus on data accuracy and document completeness.
· Organised and able to manage repetitive administrative tasks consistently and within agreed timelines.
· Willingness to learn ERP and procurement systems; prior experience with NetSuite or other ERP systems is an advantage but not required.
· Able to communicate clearly and work collaboratively with colleagues across functions and countries.
· Demonstrates discretion when handling supplier, commercial and company information.
· Internship duration 1 year, preference for Candidate who are able to commit for a year.
Key Competencies
· Attention to detail and data accuracy.
· Organisation and time management.
· Basic spreadsheet and data-handling skills.
· Responsiveness and follow-through.
· Teamwork and willingness to learn.
· Integrity and respect for confidentiality.
· Ability to follow documented processes and escalate issues appropriately.
Role Boundaries and Controls
This is a supervised support role. The intern may perform data entry, document checks, tracker updates, process documentation and administrative follow-up within assigned system permissions. The intern may suggest improvements but does not approve or issue policies, authorise procurement commitments or POs, approve supplier onboarding or due diligence, independently change supplier bank details, or override established controls. Decisions and exceptions must be escalated to authorised personnel.
Learning Opportunities The internship offers practical exposure to NetSuite purchase-to-pay operations, vendor onboarding and screening workflows, procurement policies and controls, data analytics, SOP documentation, process mapping and continuous improvement in a regional procurement environment
Industry: Freight / Logistics / Warehouse, Marine, Import / Export
Experience: null Years
Job level: Student / Internship
Job type: Full Time , Internship
Location: Ho Chi Minh