Workday Functional Specialist - Procurement(m/w/x)

# Workday Functional Specialist - Procurement **Heidelberg** | **Full time** | **Hybrid** We have recently started an exciting ERP transformation programme and are replacing our existing HR, Financials and Procurement system landscape across all of our six sites with Workday. We have just gone live with Workday HCM (Human Capital Management). The next phase of the transformation will encompass Financials and Procurement. By standardising and digitalising our tools and processes, we want to optimise our financial and procurement processes. Role profile The Workday functional specialist in Procurement is responsible for managing and optimising the procurement system and processes to enhance efficiency and effectiveness. This role involves basic system configurations as well as a broader understanding of the team’s requirements and operation concepts. The role requires collaborating with various departments and working with colleagues across six locations in five countries to ensure seamless integration and functionality of Workday procurement systems. **Key Responsibilities** * Basic System Management: Oversee the procurement systems, ensuring they are up-to-date, efficient, and meet the needs of the organisation. * Process Optimisation: Identify process improvements to enhance the procurement workflow. * Data Management: Ensure accurate data entry and maintenance within procurement systems, and generate reports as needed. * Training: Provide training and support to procurement staff on system usage and best practices. * Be the 1st level support or the initial point of contact for team members facing technical issues, providing basic troubleshooting, guidance and issue resolution. Quickly resolve common problems or escalate more complex cases to higher-level support teams. * Vendor management: Collaborate with vendors to ensure they comply with system requirements and address any issues. * Compliance: Ensure all procurement activities comply with internal policies and external regulations. * Collaboration: Work closely with ERP team and other departments to integrate and optimise systems. * Document processes and workflows changes, draft desk instructions and training material as required. * Supporting the integration of punch-out catalogues and marketplaces into Workday. Responsible for day-to-day maintenance post implementation. * Responsible for the creation of EMBL internal catalogues if needed. **Qualifications** * Education: Bachelor’s degree in Information Technology, Business Administration, or a related field. * Experience: Minimum of 3 years in a similar role, preferably within procurement. **Preferred Qualifications** * Experience with Workday system. Other ERP systems – advantage * Project management skills * Certification in procurement or supply chain management. **Skills** * Proficiency in Workday procurement or extensive experience of an ERP procurement transformation (from on premise to cloud platform). * Strong analytical and problem-solving skills * Excellent communication and interpersonal abilities * Ability to draft documentation, training manuals * Ability to train and support staff * Knowledge of procurement processes and regulations **Personal competencies** * Being comfortable with an agile organisational approach by taking ownership of your work in a self-organised and structured way * Strong problem-solving skills with attention to detail * Strong team player, Self-starter * Being excited about working in a very international, multicultural and diverse environment * Excellent communication and interpersonal skills * Fluency in spoken and written English * Solid MS Office skills Ability to analyse, describe, present and review complex processes and suggest pragmatic solutions * Ability to challenge and question existing processes and suggest improvements * Proven ability to deal with multiple stakeholders * Flexibility, diplomacy and patience * Customer focused * Willingness to rise to any challenge * Good sense of humour Contract length: 3 years (project related) Salary: Grade 4 (monthly salary starting from 3.6k EUR after tax) + other paid benefits based on personal circumstances Working conditions: * Office environment with occasional travel for training and meetings * May require extended hours during peak periods **Enjoy lots of benefits:** * **Financial incentives:**Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances * **Flexible 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 public holidays * **Relocation package** including installation grant (if applicable) * **Campus life:** Free shuttle bus (select sites), on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely) * **Family benefits:** Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances * **Benefits for international newcomers:** Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance. Closing Date 05/07/2025