Administrative Officer

The Champalimaud Foundation is a cutting-edge research institution dedicated to innovating in biomedical science. The Warehouse and its Digital Therapeutics (DTx) Programme has the mission to transform healthcare through innovative technologies and evidence-based research & development. To support our mission, we are seeking a highly organised and detail-oriented individual to join our team as an Administrative Officer. If you have a strong background in administrative functions and a keen understanding of procurement processes, we invite you to contribute your skills to our dynamic and collaborative work environment.
Job Overview
As an Administrative Officer, will be integrated in the Lab Admins team that works with the wider Champalimaud Research community. Your role will encompass managing procurement processes, coordinating purchasing activities, and providing essential administrative support to various groups and units.
Key Responsibilities
Procurement Management

• Oversee the end-to-end procurement process, including vendor selection, negotiation, and contract management;
• Ensure compliance with institutional policies and regulatory requirements;
• Develop and maintain strong relationships with suppliers to secure favorable terms and pricing.

Purchasing Coordination

• Collaborate with stakeholders to identify their procurement needs and coordinate the timely acquisition of goods and services;

- Follow through the internal purchasing procedures - from placing internal requisitions to goods and services delivery;

• Maintain accurate records of purchases, track inventory levels, and optimize cost-effectiveness.

Budget Oversight

• Provide support to budget management and execution (internal and external funds);
• Work closely with Management and Finance to ensure that procurement activities align with efficient budget management and execution, and resolve any accounting issues;
• Generate reports on procurement expenses and analyze spending trends.

Administrative Support

• Assist in organising travel arrangements;
• Other admin tasks as needed.

Application start date
July 26th, 2024
Application closing date
Until position is filled
Expected position starting date
October 15th, 2024
Skills/Qualifications

• Undergraduate degree (BSc or Lic) in relevant field;
• Experience in procurement and purchasing, preferably in a research setting;
• Strong understanding of procurement regulations, policies and best practices;
• Proficiency in using procurement software and Microsoft Office applications;
• Excellent organisational and time-management skills;
• Troubleshooting and problem solving skills with increased independence and autonomy over time;

- Strong communication - both Portuguese and English - and negotiation skills;

• Excellent level of English.

How to Apply
The Champalimaud Foundation is committed to diversity and inclusion. We encourage individuals from all backgrounds to apply.
Candidates must complete the standard application form and submit a CV highlighting a selection of your past work and a motivation letter, as a single annexed PDF document. The call reference will be asked and not having it may invalidate your submission. This call’s reference is: WH-ADMIN.
Applications are also accepted in paper, sent or handed to the Fellows Support Office at the Champalimaud Centre for the Unknown, Avenida Brasília, 1400-038 Lisbon, Portugal.
Proof of qualifications (certificates) may be required at a later date for the formalisation of the contract agreement. Degrees obtained abroad may need to be formally recognised in Portugal.
Selection process
Candidates will be screened to determine eligibility based on the qualifications listed.
Candidates meeting minimum requirements will be scored according to the required application materials: CV 60% weighting, motivation letter 25%, interview 15%.
If provided, and if shortlisted, candidates’ referees may be contacted and may count towards evaluation.
Evaluation Committee members
Raquel Gonçalves, Head of Lab Admin Support Unit; Senior Lab Admin Member (TBD); Catarina Pimentel, DTx Programme Manager; Nina Patrick, Innovation Manager.
Notification of results
All candidates will receive a receipt of acknowledgment within 7-10 business days. The highest scoring candidate will be notified by email or telephone. All other candidates will be notified solely by email of the final outcome of the recruitment process. After notification, candidates have 10 working days to present a claim for redress by email (careers@research.fchampalimaud.org). If no claim is received by the Champalimaud Foundation, the Evaluation Committee's decision will become definitive.
About Us
Research is at the heart of the Champalimaud Centre for the Unknown, a modern research and clinical facility situated on the waterfront in Lisbon, Portugal. The goal of Champalimaud Research (CR) is to perform world-leading fundamental and translational research. Current research work is focused on the fields of neuroscience, physiology and cancer. Champalimaud Research comprises a team of over 400 scientists from around the world. English is the official language of the Centre. Lisbon’s sunny Atlantic Mediterranean climate, vibrant culture and high quality of life make this a great place to live and work.
Relevant Institutional Information
In line with our community guidelines and Equality, Diversity and Inclusion policy and Gender Equality Plan, no candidate may be privileged, favored, prejudiced or deprived of any right or excluded from any duty on the basis of age, sex, gender identity, sexual orientation, race/ethnicity, disability, chronic illness, language, nationality, territory of origin, family status (marital, pregnancy and maternity, having or not having dependents), socioeconomic situation, education, religion, political or ideological beliefs, trade union membership, or on any other grounds which are irrelevant to decision-making.
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