Procurement Administrator

Your Role

As ECMWF and our volume of activities continues to grow, we are looking for a dynamic and engaged new team member to support the Procurement Section in the role of Procurement Administrator (B5). You will provide administrative support to the Procurement Section and assist the Procurement Officers in carrying out the section’s activities. The Procurement Team is present in two of our duty stations, Bonn, Germany, and Reading, UK. 

The Team

The Procurement Section is part of the Administration Department and works with scientific and technical experts, budget holders and management across the organization to procure goods and services to support ECMWF’s core and externally funded activities.  

About ECMWF

The European Centre for Medium-Range Weather Forecasts (ECMWF) is a world-leader in weather and environmental forecasting. As an international organisation we serve our members and the wider community with global weather predictions and data that is critical for understanding and solving the climate crisis. We function as a 24/7 research and operational centre with a focus on medium and long-range predictions, holding one of the largest meteorological data archives in the world. The success of our activities builds on the talent of our scientists and experts, strong partnerships with 35 Member and Co-operating States and the international community, some of the most powerful supercomputers in the world, and the use of innovative technologies and machine learning across our operations. 

ECMWF has also developed a strong partnership with the European Union and has been entrusted with the implementation and operation of the Destination Earth Initiative and the Climate Change and Atmosphere Monitoring Services of the Copernicus Programme. Other areas of work include High Performance Computing and the development of digital tools that enable ECMWF to extend provision of data and products covering weather, climate, air quality, fire and flood prediction and monitoring. 

ECMWF is a multi-site organisation, with a main office in Reading, UK, a data centre/ supercomputer in Bologna, Italy, and a large presence in Bonn, Germany.

See www.ecmwf.int  for more info about what we do.  

Your responsibilities

• Provide administrative support to facilitate efficient procurement operations  
• Draft procurement-related documents under the guidance of the Procurement Officer 
• Ensuring timely communication during the procurement process 
• Support stakeholder engagement by arranging actions, meetings and coordinating communications 
• Maintain records and organized documentation for audit purposes 
• Collect, input and process procurement-related data 
• Collaborate with the Procurement Officers to ensure seamless workflows
• Develop working knowledge of the organization’s policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards
• Participate in continuous improvement and efficiency initiatives within the section 

What we are looking for

• A keen interest in administrative support within the procurement field 
• Excellent organisational and time management skills 
• Attention to detail and accuracy 
• Excellent analytical and problem-solving skills with a proactive and constructive approach 
• Flexibility, with the ability to adapt to changing priorities
• Ability to work autonomously and collaboratively as part of multidisciplinary and geographically distributed teams
• Excellent interpersonal and communication skills 
• Highly organised with the capacity to work on a diverse range of tasks to tight deadlines
• Client oriented mindset  
• Willingness to learn and adapt to new processes and technologies 

Education

• Higher standard of education (EQF Level 6) or equivalent level of work experience

Experience

• Demonstrated work experience in a procurement role or in similar administrative roles is required 
• Experience with procurement software or ERP systems would be an advantage
• Experience in public sector procurement would be an advantage
• Experience in an international organisation would be an advantage

Knowledge and Skills

• Understanding of Procurement principles and processes 
• Proficiency in MS Office applications

Candidates must be able to work effectively in English and interviews will be conducted in English. A good knowledge of one of the Centre’s other working languages (French or German) is an advantage but not required.

We encourage you to apply even if you don’t feel you meet precisely all these criteria.

Other information

Grade remuneration:  The successful candidates will be recruited at the B5 grade, according to the scales of the Co-ordinated Organisations and as defined in the ECMWF Staff Regulations. Full details of salary scales and allowances available on the ECMWF website at www.ecmwf.int/en/about/jobs.

Starting date:    as soon as possible

Candidates are expected to be based at or relocate to the duty station. We allow staff to mix office working and teleworking for up to 10 days/month.

Interviews will be held by videoconference (MS Teams).  If you require any special accommodations in order to participate fully in our recruitment process, please .

Successful applicants and members of their family forming part of their households will be exempt from immigration restrictions.

Who can apply

Applicants are invited to complete the online application form by clicking on the apply button below.

At ECMWF, we consider an inclusive environment as key for our success. We are dedicated to ensuring a workplace that embraces diversity and provides equal opportunities for all, without distinction as to race, gender, age, marital status, social status, disability, sexual orientation, religion, personality, ethnicity and culture. We value the benefits derived from a diverse workforce and are committed to having staff that reflect the diversity of the countries that are part of our community, in an environment that nurtures equality and inclusion.

Applications are invited from nationals from ECMWF Member States and Co-operating States, as well as from all EU Member States.  In these exceptional times, we also welcome applications from Ukrainian nationals for this vacancy.   Applications from nationals from other countries may be considered in exceptional cases. 

ECMWF Member States and Co-operating States are: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Georgia, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Montenegro, Morocco, the Netherlands, Norway, North Macedonia, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Türkiye and the United Kingdom.