IT Hardware Procurement & Maintenance Contracts Specialist
Toyota Digital HUB & SSC (TME NV/SA) IT Hardware Procurement & Maintenance Contracts Specialist
Summary
Owns the end-to-end IT hardware procurement and financial-control cycle at Toyota's Digital Hub in Wrocław: managing hardware stock lifecycle, Purchase Requisitions/Orders in Oracle i-Procurement, vendor maintenance contracts, budgeting/forecasting, and process compliance. Requires 3+ years in purchasing/controlling with Oracle ERP and advanced Excel.
Our Digital Hub is Toyota Motor Europe’s IT research and development centre, established in 2026 in Wrocław. We are responsible for developing and maintaining software and connected digital services for the Toyota and Lexus brands in Europe.
Become part of our team and help us shape the future.
RESPONSIBILITIES:
End-to-end lifecycle of IT hardware
- Manage the end-to-end lifecycle of IT hardware stock, including visualising stock levels, tracking inventory against minimum threshold values, and coordinating timely reordering with our vendros (such as Zetes & Computacetner & our internal purchasing divsion ).Perform troubleshooting, incident resolution, and root-cause analysis for hardware and software issues.
- The role involves regular review of stock data, proactive management of supply needs, and ensuring hardware availability to maintain seamless IT operations."
Procure-to-Pay ownership
- Raise and convert Purchase requests to orders in Oracle i-Procurement (or related tools), ensuring correct coding (OPEX/CAPEX), documentation, and approvals aligned to TME approval limits; issue official POs to suppliers and ensure TME General Terms & Conditions are attached.
- Enforce 'No order, no payment'; verify supplier quotation and that invoice dates ; support requesters through approval notifications and Worklist actions.
- Coordinate receipting and three-way match readiness (Purchase orders goods/services receipt, invoice); follow up on partial receipts, returns to vendor, and defective/damaged goods logistics to maintain accurate tracking.
Budget control, forecasting & reporting for hardware
- Maintain monthly budget status reports for IT&D cost centres and projects (OPEX/CAPEX), including actuals vs. budget, forecast updates (latest estimate), accruals/prepayments, and variance analyses with clear narrative for leadership.
- Partner with project owners and service managers to align PR/PO pipelines with budgets/forecasts, ensuring commitments are visible before month-end and reflected in forecasts.
- Support internal/external audits and policy adherence across PR/PO, receiving, and invoice flows (e.g., documentation, approval evidence, segregation of duties).
Process excellence & compliance for hardware
- Champion TME purchasing policies (Oracle i-Procurement usage, approval limits, legal review when contracts/work orders exist in addition to POs).
- Identify and implement process improvements across PR/PO, receipting, and invoice processing to reduce cycle times and defects; standardize work instructions for IT&D teams.
Benefits & Bonuses:
- Annual Bonus
- Health insurance
- Sport card
- Lunch subsidy
- Car leasing
- Languages lessons
Qualifications & Skills:
- Experience: 3+ years in purchasing or Financial Controlling role / peer to peer within IT or services environment, with hands-on Oracle Financials / i-Procurement (or similar ERP) and vendor-facing coordination.
- Technical skills: Advanced Excel; familiarity with Power BI desirable and other Microsoft office applications; strong command of PR/PO/GR/IR mechanics and month-end close disciplines.
- Languages: Fluent English; Polish and/or other EU languages are an advantage.
- Ability to create clear documentation and operational reports.
- Comfortable working with remote teams across Europe.
- Strong organisation and prioritisation skills
- Effective communication and stakeholder management
- Proactive, hands-on, and delivery-oriented approach
You have a TOYOTA DNA, this means:
- Courage: you are ready to let go of the easy path to reach challenging targets
- Creativity: your passion drives you to explore innovative ideas and challenge the impossible
- Coaching: you share knowledge and feedback with your colleagues and celebrate each other's success
- Curiosity: you are open for new experience and able to combine imagination with fact-based observation
- Collaboration: you are a team player, respectful and inclusive in your style and you take a customer-oriented approach
Team description:
The IT&D Service Delivery & End User Support team is responsible for delivering reliable and efficient IT services to over 15,000 users across Europe. Working in a vendor-led environment, the team ensures that all support partners operate as one aligned ecosystem while continuously improving the service experience for end users.
Role Summary:
We would like to invite you to join the adventure of expanding TME PL branch in the Toyota Digital HUB in Wroclaw.
We are looking for a specialist to own the end to end process for hardware procurement and financial control cycle for IT&D logistics operations and admin , with a particular focus on the end-to-end lifecycle of Purchase Requisitions (PRs) and Purchase Orders (POs) and maintenance contracts with all vendors