Position Title: Sourcing Operations Analyst/Procurement Department: Sourcing, Vendor and Contract Management Reports to: Lead, Sourcing, Vendor and Contract Management Location: Kuala Lumpur, Malaysia Duration: 1 Year (12 Months) The Position Summary This role provides comprehensive sourcing operations support to ensure Source-to-Contract (S2C) activities are executed with accuracy, timeliness, and operational discipline. The Sourcing Operations Analyst manages day-to-day contract workflows, maintains the contract database, administers Order Forms, upholds SODA system hygiene, and supports renewal and pipeline tracking across the organisation. The role also supports IT contracting exclusively for contract signing and documentation, ensuring smooth administrative execution and freeing category specialists to focus on higher-value strategic work. Responsibilities 1) Contract & Document Operations Execute end-to-end contract administration activities, including preparing contract packets, validating completeness, performing version and document control on the contracts, and facilitating routing for internal and external signatures. Maintain exceptional discipline in document structuring, naming conventions, filing standards, and audit-readiness to ensure accurate and compliant contract records. Serve as the operational coordinator for IT contract signing workflows, ensuring correct templates, attachments, entity details, and metadata are included before submission for signature. Ensure accurate and timely upload of all executed contracts into SODA, with associated documentation filed coherently for ease of retrieval. 2) Order Forms workflow support Administer Order Forms across multiple categories, ensuring forms are complete, properly validated, and submitted through the correct workflow channels. Coordinate with business requestors and non-category specialists to ensure Order Forms meet required standards before approval. Track Order Forms approval progress, resolve bottlenecks, and maintain accurate filing of all associated documentation. Monitor Order Form-related spend proactively and rigorously to ensure alignment with approved category spend caps and avoid non-compliance. 3) Contract Database Hygiene Maintain contract database records by ensuring completeness of mandatory metadata, consistent field hygiene, and correction of inaccuracies. Conduct routine checks to ensure data integrity, identify missing or incorrect entries, and follow through with users to close gaps. 4) Renewal & Pipeline Tracking Maintain and continuously update renewal trackers for all active contracts, ensuring visibility of upcoming expiries and required next actions. Work closely with category specialists and stakeholders to ensure renewals are initiated early, required documents are prepared, and approvals are obtained ahead of deadlines. Generate weekly or monthly operational reports, including routing status, renewal forecasts, pending signatures, exceptions, or delays. 5) General Operational Support & Continuous Improvement Support the SVCM team in implementing sourcing process improvements, operational efficiencies, and documentation updates. Create, maintain, and refine user guides, quick-reference materials, and checklists to help business users follow the correct S2C process. Assist in ad hoc operational tasks, reporting requests, and data clean-up exercises to support the wider SVCM function. Provide operational support for high-volume population (e.g., documentation and contract/OF hygiene): extensions, tracking, completeness checks, and filing discipline. Candidate Profile Experience and Qualifications 4-5 years of experience in sourcing operations, procurement operations, contract administration, P2P process support, vendor coordination, or a similar function within a corporate environment. Working knowledge of procurement or navigating contract or workflow systems. Strong familiarity with contract or purchase order lifecycle processes (drafting, routing, signing, filing) and related operational requirements. Demonstrated ability to manage multiple concurrent tasks with high accuracy , particularly in high-volume environments. Good understanding of basic procurement concepts. Bachelor's degree in Business, Supply Chain, Procurement, or relevant field, or equivalent practical experience. Competencies & Core Characteristics: Operational Rigor & Accuracy: High attention to detail with strong commitment to document discipline, correct metadata, and error-free execution. Organisation & Prioritisation: Ability to manage multiple workflows simultaneously, prioritise effectively, and deliver within fixed timelines. Process Compliance Mindset: Comfortable following structured workflows, maintaining consistency, and supporting governance standards. Clear Communication: Strong written communication for documentation and concise, respectful follow-ups with stakeholders and vendors. Proactive Ownership: Takes responsibility for progressing items to closure, identifying gaps early, and escalating where necessary. Stakeholder Coordination: Able to work with multiple internal teams, guiding them on process requirements without escalation. Adaptability: Comfortable in a fast-paced environment, open to process changes, and able to adjust execution style accordingly. Team Contribution: Collaborative, dependable, and willing to support the broader SVCM team during peak periods or special initiatives. Interested candidates can connect on +6586533349 (WhatsApp chat only)