Procurement Administrator

The Project Support and Administration  Directorate at the European Spallation Source (ESS) in Lund, Sweden, invites applications for a Procurement Administrator.

Description of main responsibilities

Under the Group Leader for Procurement Administration and the Head of the Supply, Procurement and Logistics Division, this position provides procurement support to the procurement function in ESS in order to provide efficient and timely procurement services to the organization, while adhering to the procurement rules / procedures and ensuring appropriate oversight and documentation of the procurement process.  In addition, this position may provide support to the logistics function to provide visibility and monitor shipping requirements and deliveries.  The work involves interaction and coordination with other members of the Division and other staff in ESS.


•    Respond to internal and external requests for information related to procurement.
•    Support the Group Leader Procurement Administration and Procurement Officers in procurement matters.
•    Assist Procurement Officers in running calls for tenders, including providing support for opening and evaluation committees (checking tenders for completeness, keeping minutes of meetings, etc).
•    Prepare Requests for Quotations.
•    Prepare and monitor purchase orders.
•    Maintain procurement files.
•    Keep data and price lists up-to-date in the procurement module of the ERP system.
•    Support the logistics function related to monitoring orders, shipments and deliveries.
•    Prepare procurement related reports.
•    Other duties or assignments as requested by the supervisor

 Qualifications

Technical competencies:
- University degree in a relevant field or A-levels / high school diploma with related experience.
- At least 3 years of relevant work experience, preferrably in a procurement function or an administrative function in a commercial working environment.
- Good exposure and understanding of administrative processes and systems, ideally in the area of procurement.
- Experience in data management and monitoring.
- Fast and accurate computer skills, MS Office are a must. Proficiency with ERP systems, in particular Agresso, is an advantage.
- Experience of working in an international environment is essential.
- Excellent oral and written English skills are a prerequisite; knowledge of other European languages (especially Swedish) is an advantage.

You as a person:
To be successful and to perform well in this position, you have:
- Demonstrated ability to work independently and as part of a group.
- Ability to organize work and priortize accordingly.
- Ability to deliver timely, complete and accurate (detail-oriented) quality work with minimum supervision.
- Good communication and customer service skills.
- Ability to maintain a positive attitude, including under pressure.
- In an international environment, ability to establish harmonious work relationships with colleagues.
- Flexibility, initiative and resourcefulness.

Excellent oral and written English skills are a prerequisite; knowledge of other European languages would be an advantage.

What ESS can offer
At ESS we offer people with talent and passion a unique opportunity to be involved in the development and building of a world leading facility for materials research. Besides attractive employment and relocation conditions, the flexibility to balance work life with private life and good opportunities to further enhance your skills; you will also enjoy being part of an organisational culture that promotes and supports internal career growth. We pride ourselves in having successful collaboration across different functions, and as the facility continues to grow we will keep nurturing the international and vibrant environment welcoming people from all across the world.

Duration & Location
The position is permanent with six months initial probationary period. Your work place will be situated in Lund, Sweden.

Start date
The position is to be filled as soon as possible. The expected start date is February 8, 2017.

Application & Contact
Please provide your curriculum vitae and cover letter in English by clicking on “apply” and following the instructions. Please note we only accept applications via the ESS website.

The deadline for applications is January 1st, 2017.

For more information regarding the ESS recruitment process, please follow this link https://europeanspallationsource.se/ess-recruitment-process. For further information regarding the position, please contact the group leader Mirko Menninga, mirko.menninga[at]esss.se. For further information regarding the recruitment process, please contact HR Officer, Sara Margaryan, sara.margaryan[at]esss.se.