Purchase Administrator

Civica UK Ltd; Vadodara; On-site; INR 350,000 - 550,000; Full time

Benefits offered by this job

Flexible work from home

Days of Difference leave

Job summary

Civica UK Ltd is hiring a Purchase Administrator to join our Purchasing team. You will manage requisitions, raise purchase orders, support cost validation, and maintain supplier relationships while ensuring compliance with purchasing processes.

The role requires strong communication, attention to detail, and broad Excel capabilities, enabling accurate reporting and data analysis in a fast-paced procurement environment.

Qualifications

• Previous experience in a Purchasing, Procurement, Buying Support, Supply Chain, Finance Operations or Administrative role.
• Strong written and verbal communication skills with the ability to engage confidently at all levels.
• Excellent attention to detail and commitment to process compliance.
• Commercial awareness and a customer‑focused mindset.
• Intermediate to advanced Microsoft Excel skills, including reporting and data analysis.
• Ability to work independently while contributing positively to a collaborative team environment.

Responsibilities

• Process purchase requisitions and raise purchase orders in line with established procedures and policies.
• Obtain supplier quotations and support commercial negotiations, including pricing, payment terms, delivery schedules, and supplier viability.
• Ensure accurate financial coding and compliance with purchasing and accounting guidelines.
• Monitor and obtain approvals in line with Civica's authorisation matrix.
• Support cost vetting activities for customer sales orders.
• Maintain and update supplier pricing information and third‑party cost data.
• Track and manage software licensing stock and internal inventory records.
• Conduct stock reconciliation activities, including monthly stock takes and reporting.
• Identify opportunities for process improvements and cost savings.
• Produce ad‑hoc and scheduled purchasing reports using Excel and other business tools.
• Support wider purchasing and supplier management activities as required.

Skills

Communication skills

Attention to detail

Commercial awareness

Excel skills

Independent worker

Customer-focused

Tools

Microsoft Excel

Job description

We’re Civica and we make software that helps deliver critical services for citizens all around the world. From local to state government, to education, to health and care, over 5,000 public bodies across the globe use our software to help provide critical services to over 100 million citizens.

Our aspiration is to be a GovTech champion everywhere we work around the globe, supporting the needs of citizens and those that serve them every day. Building on 21 years of continuous growth and success, we’re at a pivotal point on our journey to realise that aspiration.

As a company, we’re passionate about what we do and the citizens we help to serve. If you too would like to help champion the use of technology in public services, to improve outcomes for citizens and public sector organisations, then Civica is the right place for you. We will help you unlock the best version of yourself, achieve growth in your career whilst making a real difference to people and communities.

Why you’ll love this role as Purchase Administrator at Civica:

We’re looking for a highly organised and proactive Purchase Administrator to join our Purchasing team. This role plays a key part in ensuring the efficient processing of purchasing activities across the business, supporting both operational and strategic procurement requirements.

You’ll be responsible for managing requisitions, raising purchase orders, supporting sales order cost validation, maintaining supplier relationships, and ensuring compliance with purchasing processes and governance standards. This is an excellent opportunity for someone who thrives in a fast‑paced environment and enjoys delivering exceptional internal customer service while maintaining high levels of accuracy and attention to detail.

What You’ll Be Doing

• Process purchase requisitions and raise purchase orders in line with established procedures and policies.
• Obtain supplier quotations and support commercial negotiations, including pricing, payment terms, delivery schedules, and supplier viability.
• Ensure accurate financial coding and compliance with purchasing and accounting guidelines.
• Monitor and obtain approvals in line with Civica's authorisation matrix.
• Support cost vetting activities for customer sales orders.
• Maintain and update supplier pricing information and third‑party cost data.
• Track and manage software licensing stock and internal inventory records.
• Conduct stock reconciliation activities, including monthly stock takes and reporting.
• Identify opportunities for process improvements and cost savings.
• Produce ad‑hoc and scheduled purchasing reports using Excel and other business tools.
• Support wider purchasing and supplier management activities as required.

What You’ll Need to Succeed in This Role

Essential Skills & Experience

• Previous experience in a Purchasing, Procurement, Buying Support, Supply Chain, Finance Operations or Administrative role.
• Strong written and verbal communication skills with the ability to engage confidently at all levels.
• Excellent attention to detail and commitment to process compliance.
• Commercial awareness and a customer‑focused mindset.
• Intermediate to advanced Microsoft Excel skills, including reporting and data analysis.
• Ability to work independently while contributing positively to a collaborative team environment.

We’d Love to See

• Experience supporting procurement or purchasing functions within a corporate environment.
• Exposure to supplier negotiations and vendor management activities.
• Knowledge of ERP, purchasing, or finance systems.

Why you’ll love working with us.

We know that when our people are happy, they will work better and have greater work satisfaction. Here’s what you can expect:

• We’re all different -and we love this about us.
• We provide an inclusive,safe, and welcoming environment to all Civicans- there are heaps of opportunities to enable you to grow and be your best.
• Giving culture -we encourage you to "give back" with benefits such as our Days of Difference leave where you can volunteer for a charity of your choice.
• Flexible Work -we have the technology and tools to support you to work from home and come into our offices now and then to catch up and socialise with colleagues.

We are an equal opportunity employer. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. In fact, we strongly believe that diversity of experience contributes to a broader collective perspective that will consistently lead to a better company and better outcomes.