Procurement system coordinator

The European Spallation Source is hiring motivated and inspiring people from across the globe to design, construct and operate the world’s most powerful neutron source. We seek ambitious, talented people in a range of fields who are excited about playing a part in the future of science in Europe. The ESS is a partnership of 13 European countries and occupies a truly impressive campus based in the beautiful, cosmopolitan university city of Lund, Sweden – just 10 minutes from Malmö and 30 minutes from Copenhagen.

We are now looking to appoint a Procurement System Coordinator for the Supply, Procurement and Logistics (SPL) division.

The SPL division sets the normative framework in regards to procurement, logistics and travel services. It provides procurement and logistics services and guidance for the organisation, including ESS staff, in-kind partners and other stakeholders, in order to ensure a fuctional, efficient and cost-effective supply chain in the compliance with relevant rules, processes and procedures. The vacant role is placed in the Procurement Administration Group (PAG).

About the role:

Your main responsibilities and tasks will include - but are not limited to:


• Perform data entry and administration in relevant systems, such as Unit4 Business World On! from creation of parts to maintenance throughout their lifecycle. 
• Take ownership of ESS internal Product Catalogue (webshop) in ERP system for ordering products included in the framework agreements. 
• Manage analyses related assignments to support B2B key initiatives. 
• Take ownership of Punch-outs (external web shop connections), participate in, and lead the work of gathering requirements from internal stakeholders regarding new OCI connections when required by business. 
• Act as First line ERP support for procurement and be a bridge between Procurement and IT division
• Be an active part of the Technical Procurement group to support Fixed Assets project. 
• Support the setup and on-boarding of new direct material suppliers.
• Collaborate, present information and build relationships within relevant ESS divisions.
• Take own initiatives and be creative within the field of analytics, optimization and data.
• Create and maintain user guideliness for procurement users for existing as well as new functionalities. 
• Create and maintain technical guidelines for knowledge sharing to be used by back up resources.
• Provive assistance to ESS staff in understanding ordering process using different electronic ordering techniques. 
• Support in managing low-value direct procurements independently, including review/revision of requests and quotations, preparation, submission and confirmation of purchase orders during peak time and when needed.
• Manage projects with limited oversight from manager.
• Any other duties or assignments as requested by the supervisor.

About you:

To thrive with us in the Procurement Administration Group we would expect you to have the following background: 


• Bachelor's degree or equivalent experience in relevant field
• Five years or longer of experience in a support function, preferably IT/System support 
• General understanding of how system integration works
• Good exposure and understanding of processes and systems, ideally in the area of public procurement
• Experience of working in an international environment is essential

We put great emphasis to personality and attitude, so we're looking for a real team player: Someone who is sociable, has excellent communication skills and likes to collaborate in a diverse environment. You are reliable, have a supporting mindset of helping colleagues, have the ability to plan and organise your work and are open to learning. 

The working language of ESS is English so fluency in English is required. In addition is working knowledge of Swedish desirable. 

Start date

The position is to be filled as soon as possible.

What can we offer?

Aside from the opportunity to work at one of only 4 linear accelerator-based Spallation sources on the whole planet, you can also expect:


• An opportunity to contribute to the future discoveries within neutron science.
• A stunning, brand new workplace filled with innovative minds and brilliant people from across the globe.
• A challenging, exciting and fast-paced work environment.
• Market competitive compensation that is individual and differentiated according to role, responsibilities, individual skills, abilities and achievements.
• 30 days of annual leave, as well as more than 10 days of public holiday and company days off or days with limited working hours.
• Monthly pension contributions on top of your salary.
• Flexible working arrangements and a real work-life balance.

Interested? We sure hope so.

If you see yourself in what we’re looking for, please provide your CV and motivation letter in English by clicking on “apply” and following the instructions. Please be aware that we can only accept direct applications made via the ESS website.

We review applications continuously, so don’t miss out! Submit your application as soon as you can and quote the job reference number ESD-21846 in your application. 

Certain roles at ESS require health and safety checks, which may be required in the final stages of the recruitment process.

For further information regarding the position, please contact Charlotta Rafsten - Group of the Procurement Administration Group – via Charlotte.Rafsten@ess.eu. For more information regarding the ESS recruitment process, please follow this link https://europeanspallationsource.se/ess-recruitment-process or contact Recruiter – Sara Tenggren – at Sara.Tenggren@ess.eu. 

For trade union information, please contact Unionen representative Conny Wendt at conny.wendt@ess.eu or SACO/Swedish Association of Graduate Engineers representative Yngve Levinsen at yngve.levinsen@ess.eu.

We look forward to receiving your application soon!