Purchasing and Administration Specialist

full-time

 

Workplace: Polish Academy of Sciences Botanical Garden – CZRB in Powsin

Expected start date: immediately

Basis of employment: a fixed-term employment contract for up to 33 months (preceded by a 3-month probationary period) with the possibility of extension to an indefinite term

 

Responsibilities

  • Comprehensive processing of purchase orders.
  • Tracking orders in the CRU system.
  • Ongoing communication with suppliers regarding order fulfillment, product availability, and delivery dates.
  • Conducting market research and identifying potential suppliers.
  • Collecting, analyzing, and comparing quotes in terms of price, availability, terms and conditions, and delivery times.
  • Fulfilling orders for individual departments.
  • Monitoring the fulfillment of deliveries and orders, as well as the completeness of purchasing documents.
  • VAT Invoice Workflow Management – registration, verification against purchase orders, forwarding for approval, and monitoring the process.
  • Clarifying discrepancies between orders, invoices, and inventory documents.
  • Collaboration with the accounting department, the technical department, the administrative department, the public procurement department, and other departments at the Garden.
  • Preparing summaries and reports on orders, purchases, and deliveries.
  • Ensuring that data is accurate, complete, and up-to-date.
  • Monitoring the timely fulfillment of orders and taking action in the event of delays or delivery issues.
  • Collaborate with individual departments on demand analysis and purchase planning.

 

Requirements

  • Higher education.
  • At least 2 years of professional experience in a similar position, preferably in the areas of purchasing, procurement, or order fulfillment.
  • Very good knowledge of the MS Office suite, particularly Excel and Word.
  • The ability to analyze and compare offers and make sound purchasing decisions.
  • Good self-management skills and the ability to set priorities.
  • Independence, responsibility, and attention to detail in carrying out assigned tasks.
  • The ability to solve problems efficiently and respond flexibly to changing needs.
  • The ability to work under time pressure and effectively manage multiple tasks simultaneously.
  • Strong interpersonal and communication skills, as well as the ability to collaborate with various departments within the organization.

Welcome

  • Experience in conducting procurement activities in public finance sector entities.
  • Experience working with procurement systems, contract registries, or electronic document workflows.
  • The ability to negotiate commercial terms with suppliers.

We offer

  • employment under an employment contract;
  • stable employment conditions in a public-sector organization;
  • the opportunity to improve professional qualifications;
  • benefits provided by the Company Social Benefits Fund;

Recruitment Stages

  1. Review of the submitted application materials.
  2. Job interview at the Polish Academy of Sciences (PAN) Botanical Garden – CZRB in Powsin.
  1. Making the decision to select a candidate and concluding the recruitment process.

Please send your application to the following address: agata.krol@ob.pan.pl

Privacy Notice Regarding the Processing of Job Applicants' Personal Data

  1. The controller of your personal data is the Polish Academy of Sciences (PAN) Botanical Garden – Center for the Conservation of Biological Diversity in Powsin.
  2. For matters related to the processing of personal data, please contact the Data Protection Officer.
  3. Your personal data will be processed for the purpose of conducting the recruitment process:
    • with respect to data required by labor law—pursuant to Article 6(1)(c) of the GDPR in conjunction with Article 22¹ of the Labor Code;
    • With respect to data provided voluntarily that goes beyond what is required by law—pursuant to Article 6(1)(a) of the GDPR, i.e., the consent of the data subject.
  4. Providing the information required by law is necessary to participate in the recruitment process. Providing any other information is voluntary.
  5. Personal data will be processed for the period necessary to conduct and complete the recruitment process, and thereafter for the period required by applicable law or necessary to safeguard against potential claims.
  6. The recipients of the data may include entities authorized to receive it under applicable law, as well as entities that provide the Controller with services related to the recruitment process, pursuant to relevant agreements.
  7. You have the right to access your personal data, to have it corrected, deleted, or to restrict its processing—in the cases specified by the GDPR, and in the case of data processed on the basis of consent—you also have the right to withdraw your consent at any time, without affecting the lawfulness of the processing carried out prior to its withdrawal.
  8. You also have the right to file a complaint with the President of the Personal Data Protection Office.