Purchasing & Sustainability Administrative Assistant

Purchasing & Sustainability Administrative Assistant

Role Overview

The Purchasing & Sustainability Administrative Assistant provides administrative and organizational support to Group Purchasing and Sustainability Director.

The main purpose of the role is to ensure that relevant data, documentation, and internal records are accurate, well organized, and kept up to date. The role supports efficient day-to-day operations through reliable administration, data management, reporting, and coordination of internal processes.

Main Responsibilities

• Provide day-to-day administrative support to the Purchasing team.

• Maintain and update purchasing and supplier-related data in internal systems.

• Organize, maintain, and file purchasing-related documents and records.

• Prepare standard reports, lists, and presentations.

• Support the administration and documentation of contracts, certificates, and other relevant information.

• Maintain sustainability and compliance-related documentation.

• Monitor documentation and highlight missing or outdated information for internal follow-up.

• Maintain templates, procedures, and shared Purchasing files.

• Support data collection and compilation for internal reporting.

• Support the standardization and continuous improvement of administrative processes within Purchasing.

Sustainability Administration

• Provide administrative support to the Sustainability function.

• Maintain and organize sustainability-related data and documentation.

• Maintain supplier sustainability and compliance documentation.

• Register and maintain certificates, declarations, questionnaires, and other relevant information.

• Monitor documentation and highlight missing, incomplete, or outdated information for internal follow-up.

• Compile sustainability data for reports, presentations, and internal follow-up.

• Maintain sustainability-related templates, procedures, and shared files.

• Support the coordination and administration of sustainability activities and initiatives.

Scope of the Role

The Purchasing Administrative Assistant is an administrative support function. The role does not include:

• Supplier communication or negotiations.

• Requesting or evaluating quotations.

• Supplier selection.

• Placing orders or managing purchase orders.

• Purchasing or commercial decision-making.

• Responsibility for sustainability strategy or sustainability-related decision-making.

Qualifications and Skills

• Strong administrative and organizational skills.

• Structured, accurate, and detail-oriented way of working.

• Good knowledge of Microsoft Office, particularly Excel.

• Experience with ERP or other business systems is an advantage.

• Interest in purchasing and sustainability topics.

• Good communication and collaboration skills.

• Good written and spoken English; additional languages are an advantage in an international organization.

• Ability to work independently, prioritize tasks, and meet agreed deadlines.

• Comfortable working with data, documentation, and different internal systems.