Purchasing Assistant

We are looking for a dedicated, energetic and flexible Purchasing Assistant with the right mindset to join and strengthen our purchasing team (7 members in Purchasing and 4 members in the Stores) based at the EMBL headquarters in Heidelberg, Germany. The position has a fixed-term period of one year.

Within the Administration, the EMBL Purchase Department handles all purchase related activities according to the best-value-for-money principle in an international environment and provides state-of-the-art service to the scientific and administrative community. This position reports to the Head of Purchase Department in Heidelberg.

EMBL has embarked on a journey towards a more efficient, more streamlined and connected future by implementing the Workday cloud-based platform across its HR, Finance and Procurement areas; a cutting-edge solution that promises to redefine the way EMBL’s administration operates and interacts and enhance collaboration across the organization.

The Workday solution will replace the current SAP ERP system (SAP Material Management module) in February 2027.

The Procurement team is currently dedicating significant resources to the project implementation. To ensure uninterrupted support to our scientific community, we are seeking a Purchasing Assistant to provide operational purchasing support during this transition.

In this role, you will ensure the timely processing of orders for scientific and administrative departments while most of the core Procurement team will focus on the Workday implementation project.

Due to the upcoming ERP transition, the position requires mastering computing tools and the successful candidate will be expected to demonstrate a strong interest and affinity for digitization and to embrace change.

Duties and Responsibilities

• Process purchase orders for laboratory chemicals and consumables, Amazon and other routine goods and services in SAP and in Workday from February 2027.
• Ensure timely and accurate order placement.
• Monitor order confirmations, deliveries and resolve routine purchasing queries.
• Liaise with scientific departments, suppliers and internal stakeholders regarding procurement requests.
• Support the Procurement team with administrative purchasing activities and documentation.
• Contribute to day-to-day procurement operations to ensure continuity of service during the ERP transition.
• Provide general administrative support to the Procurement team as required.

You have

• Previous experience in purchasing, procurement, administration or a similar operational role.
• Excellent organisational skills and attention to detail.
• Ability to manage multiple tasks and prioritise effectively.
• Strong customer-service orientation and communication skills.
• Good knowledge of Microsoft Office applications.
• Experience with SAP MM module and/or experience with Workday. Financials/Procurement solution.
• Fluency in German and English.

Contract duration: 1 year fixed term (Supernumerary)

Salary: Grade 3 (starting salary 3.534,47 EUR or higher, depending on experience and qualifications; after tax and before deductions from the German social security of approx. 28%)

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation.

We encourage applications from individuals who can complement our existing team - we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Campus life & benefits:

• Attractive income tax free salary and full inclusion in the national system including related benefits

• Flexible working arrangements - including hybrid working patterns

• Generous time off: 30 days annual leave per year, in addition to public holidays

• Campus life: Free shuttle bus to campus, library, on-site sports activities, cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)

• Family benefits: On-site Kindergarten (Heidelberg), maternity leave and holiday clubs on campus

What else you need to know

• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

• How to Apply please submit a cover letter and a CV through our online system. We aim to provide a response within two weeks after the closing date shown below.

Closing Date