Procurement Advisor

The Procurement Advisor optimizes procurement activities, managing replenishment, purchasing, complaints, and invoice administration. Reporting to a P&P Procurement Team Manager, this role collaborates with Product and Procurement teams in Belgium and the USA to ensure streamlined, cost-effective procurement processes aligned with TVH’s operational needs.

Key responsibilities include:

• Replenishment: Ensuring optimal stock and service levels for the TVH Consolidation Center by managing parts availability, balancing stock rotation and fill rate, and enhancing customer experience (e.g., addressing Backorders, price/lead time changes). This involves facilitating Intercompany transfers for network availability.

• Purchase Administration: Reacting to and proactively responding to supplier inquiries, systematically updating computer systems, and activating inbound transport requests.

• Complaints Administration: Drawing up and following up on supplier complaints to secure correct parts or credit notes.

• Invoice Administration: Verifying invoices for accurate payments.

Role & Responsibilities

1. Replenishment

Result area 1: Optimal Stock Level & Service Level

Systematically follow up on planning tool signals to maintain optimal stock levels, balancing stock rotation and target service levels.

Result area 2: Timely Order & Price Request Reception

Systematically follow up on order signals in the purchasing system to ensure timely receipt of purchase orders and price requests.

2. Purchase / Complaints / Invoice Administration

Result area 1: Effective & Efficient Purchasing Process

Interpret, process, and follow up on supplier information in the computer system, providing timely responses in accordance with TVH purchasing procedures.

Result area 2: Informed & Coordinated Purchasing Process

Exchange information with colleagues from own and other departments involved in purchasing to ensure everyone is informed and has correct information for customer satisfaction.

Result area 3: Accurate & Up-to-Date Purchasing Information

Register new information, actions, and changes correctly and systematically to ensure all involved have the most recent data. Assess existing information accuracy and correct system errors.

3. Supplier Management

• Compliance Data Management: Maintain and update compliance data for all suppliers.

• Collaboration with Teams: Work with SR manager, Global Supplier responsibles, 

4. Reporting and Documentation

• Accurate Record Keeping: Maintain up-to-date records of procurement activities (order details, supplier info, compliance data).

• Performance Reporting: Prepare regular reports on procurement performance, supplier metrics, and order status for decision-making.

• Documentation Management: Ensure all supplier agreements, contracts, and communications are documented and accessible.

5. Process Improvement and Optimization

• Process Streamlining: Identify opportunities to enhance procurement processes, reduce costs, and improve efficiency.

• Best Practices Implementation: Implement best practices and innovative solutions for procurement and intercompany transaction workflows.

• Cross-Functional Collaboration: Align procurement strategies with overall business objectives.

KNOWLEDGE, EXPERIENCE AND SKILLS

Knowledge:

Procurement Processes: In-depth understanding of procurement principles.

Supply Chain Management: Strong knowledge of supply chain operations.

Product Knowledge: Familiarity with TVH Parts products/services.

Experience:

Procurement Experience: Proven experience in procurement roles.

Supplier Management: Experience managing supplier relationships.

Intercompany Transactions: Experience with intercompany sales/order management.

Global Operations: Experience in a global environment.

ERP Systems: Familiarity with ERP systems and procurement software (e.g., SAP, Oracle).

Skills:

Analytical Skills: Problem-solving  for performance assessment 

Communication Skills: Ability to verbal and written communication for supplier and internal liaison.

Negotiation Skills: Ability to secure favorable lead times.

Interpersonal Skills: Ability to build  relationships.

Attention to Detail: Meticulousness for accurate order processing and follow-ups.

Team Collaboration: Ability to work collaboratively across locations and time zones.

COMPETENCIES

• Effective Communication: Strong written and verbal skills.

• Technical Proficiency: Competent in relevant computer systems/software.

• Commitment to Quality: High standards of administrative accuracy and performance.

• Proactive Attitude: Positive, can-do mindset..

• Initiative: Self-motivated to improve processes.

• Receptiveness to Feedback: Open to guidance and instruction.

• Team Player: Collaborative while also independent.

• Task Prioritization: Skilled in meeting deadlines.

GENERAL

• Professional Representation: Embody company values and maintain professional demeanor.

• Accountability: Take ownership of issues.

• Integrity: Uphold honesty and ethical behavior.

• Team Support: Promote a positive team environment.

• Reliability: Punctuality and dependability.

6. work environment / health and safety

• WHS Compliance: Fulfill all Workplace Health and Safety requirements.

• Safety Leadership: Model and promote safety practices.

• Safe Work Culture: Foster safety by holding self and others accountable.

• Policy Adherence: Comply with all TVH WHS policies/procedures.

• Procedure Compliance: Diligently follow safe working procedures.

• Work Area Maintenance: Maintain a clean and organized work environment.

Additional Responsibilities: Carry out other assigned tasks.