IT Procurement Specialist

The IT Procurement Specialist will support the procurement of external IT hardware and software at EMBL-EBI, ensuring best practice and compliance with EMBL's values, as well as relevant internal rules and regulations. The role's primary objective is to support externally funded IT infrastructure, ensuring value for money is achieved across all procurement activities.

Working as part of a collaborative procurement team, the role will coordinate with Information Technology & Services (IT&S), Finance, Project Management, Legal, and wider Administration teams. This role involves close interaction with Group and Team leaders at both EMBL-EBI and EMBL Heidelberg.

Your role

• Leading on externally funded tender requirements, with a key focus on large IT infrastructure hardware (Storage, HPC & Network), in addition to supporting large scale core funded tender activities.
• Conduct thorough market analysis to identify vendors, execute RFQs/RFPs, and manage competitive bidding processes for IT software and hardware solutions.
• Identifying key areas for spend consolidation and cost saving opportunities.
• Liaise between suppliers, manufacturers and internal teams to ensure good communication of equipment deliveries, installation and acceptance.
• Supporting the delivery of the EMBL-EBI Procurement Strategy.
• Working directly with the IT&S teams to routinely ensure that assets are managed within ERP system and align to the Data Centre Infrastructure Management system (DCIM).
• Monthly tracking of actual and anticipated spend & budgets.
• Input into the wider shared sustainability objectives.
• Assist with generating spend analysis reports and statistics.
• Periodic review of EMBL-EBI approved suppliers.
• Provide absence cover to the Procurement Officer and Purchasing Officer.
• Other tasks determined by the Senior Procurement Manager, Senior Finance Manager and Head of EBI Administration & Operations.

EMBL-EBI IT Software Management

• Negotiate software licensing agreements (e.g., subscription models, perpetual licenses) and hardware supply contracts, ensuring favourable pricing, support services, warranties, and service-level agreements (SLAs).
• Oversee contract management from onboarding through lifecycle renewal, ensuring adherence to terms, amendments, and compliance with software licensing models and hardware warranties.
• Working closely with EMBL-EBI Legal Services to implement new and manage existing agreements.
• Monitoring supplier compliance with contractual obligations.
• Arranging and conducting periodic contract review meetings with key suppliers.
• Undertake value for money reviews of existing contracts and arrangements.
• Liaising with IT&S to review hardware maintenance service levels.

You have

• Procurement qualification (CIPS) or qualified by experience.
• Experience working in a finance and procurement environment.
• Experience of procuring large scale IT infrastructure (Storage, HPC & Network).
• Knowledge of complex procurement processes.
• Capable of working under own initiative.
• Experience using SAP/Workday.
• Comprehensive knowledge of MS Office, specifically MS Excel.
• Excellent interpersonal and communication skills.
• Flexible, energetic & able to work as part of a team.
• Able to deal positively with change and adapt to new situations.
• Attention to detail.
• Excellent verbal and written skills.

You may also have

• Experience of budget management.

Benefits and Contract Information

• Financial incentives: depending on circumstances, monthly family/marriage allowance of £272, monthly child allowance of £328 per child. Non-resident allowance up to £556 per month.
• Annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances.
• Hybrid working arrangements.
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover).
• Generous time off: 30 days annual leave per year, in addition to eight bank holidays.
• Relocation package including installation grant (as applicable).
• Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely).
• Family benefits: On-site nursery, child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances.
• Contract duration: This position is a 3 year fixed term project limited contract.
• Salary: Monthly salary starting at £3,229 after tax but excluding pension & insurances + benefits (Total package will be dependent on family circumstances).
• International applicants: We recruit internationally and successful candidates are offered visa exemptions.
• Diversity and inclusion: At EMBL-EBI, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ and individuals from all nationalities.

Job location: This role is based in Hinxton, near Cambridge, UK. You will be required to relocate if you are based overseas and you will receive a generous relocation package to support you.

To apply, please submit a covering letter and CV via our online system. Applications will close on 07/07/2025.