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.

• 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.

• 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%)

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…