About the role

Administrative Officer responsible for procurement and administrative support at Leibniz-IZW research institute in Berlin. Collaborating across departments and conducting trainings and procurement procedures.

Responsibilities

Project and management support: Independently design and implement institute-wide administrative projects, including documentation and digitization, and provide training to staff on projects in German and English.
Conduct procurement and tendering procedures for centrally required services.
Represent the administrative management in internal and cross-institute committees.
Co-supervise trainees in office management.
Advise staff in scientific departments on procurement procedures: conduct market research and support the preparation of service specifications and award criteria.
Coordinate with the central administration of the Forschungsverbund Berlin (research association) on procurement matters.
Design and deliver training and information events on purchasing/tendering, procurement, purchasing/accounting and inventory (support the purchasing team during periods of peak workload): review and approve electronic procurement orders.
Check order confirmations and place orders up to €10,000.
Invoice verification, reconciliation of discrepancies and processing of the electronic invoice ledger.
Check and post goods receipts.
Handle import, customs, recourse and warranty cases.
Manage fixed assets including depreciation and disposals.

University degree in a commercial or legal field, or completed vocational training with equivalent knowledge and skills gained through professional experience.
At least two years of professional experience at universities or public research institutions.
Strong ability to quickly and independently familiarize yourself with new and diverse topics.
Excellent communication and presentation skills.
Knowledge of working practices in the natural and life sciences.
Experience in planning and implementing larger projects.
Extensive knowledge and experience in public procurement law: VOL A/B, UVgO, and European procurement law.
Experience conducting purchasing processes.
Knowledge and experience in grant and budgetary law.
High motivation and resilience.
Very good German and English language skills, both written and spoken.
Confident use of common MS Office programs.
High IT affinity.
Completion of an AEVO trainer course is an advantage.

An interesting and responsible role with scope for initiative in an internationally oriented and dynamic scientific work environment in a beautiful location directly at Berlin-Friedrichsfelde Tierpark.
Comprehensive onboarding and a supportive team that will gladly assist you.
Collaborative working relationships at eye level among all parties and a respectful team culture.
Employment of 31.2 hours per week (80%) with flexible working hours.
Remuneration according to the public collective agreement TVöD (federal), with an annual special payment.
Classification depending on qualifications, experience and assigned duties up to pay group E13.
Company pension scheme (VBL) and employer contribution to capital-forming benefits (VWL).
Flexible working hours and the possibility of mobile working to facilitate work–family balance.
30 days of vacation per calendar year; additionally 24 December and 31 December are non-working days.
Excellent public transport connections: Friedrichsfelde (U5), Friedrichsfelde-Ost (S5, S7, S75) stations as well as three tram lines and several bus lines.
Employer subsidy for a job ticket.
Free entry to the Tierpark (current agreement between Leibniz-IZW and Tierpark Berlin) from Monday to Friday.