Senior Support - Administration & Procurement (d/f/m) - CSI Innovation Center - part-time 20-25h - German and English speaking

At DHL, people mean the world to us. That’s why our goal has always been to attract and retain the best talent the world over. We provide challenge and opportunity for personal and professional development. We recognize the difference you bring to our business, and together we share the pride of building THE logistics company for the world.

DHL’s Customer Solutions & Innovations (CSI) is a global dedicated organization which simplifies the DHL customer experience by providing a single customer interface and developing innovative industry-tailored solutions for DHL’s largest global customers. Come discover the unique, international spirit of DHL where your commitment is recognized and rewarded.

You will be based at the flagship DHL Innovation Center that serves as a strategic engagement platform for top clients, translating DHL’s thought leadership and innovations into tailored, high-impact experiences that inspire new thinking, connect experts, and co-create future-ready logistics solutions that drive long-term business growth.

Senior Support - Administration & Procurement (d/f/m) - CSI Innovation Center - part-time 20-25h - German and English speaking

• CSI Sector / Function: Innovation Centers
• Contract Type: Permanent
• Employment Type: Part-time (20-25 hours/week)
• Location: DHL Innovation Center, Troisdorf, Germany
• Recruiting Contact: CSI Recruiting Team recruiting.dpbh@dhl.com

The Senior Support – Administration & Procurement plays a key role in underpinning the daily operations of the Innovation Center by owning the end‑to‑end procure‑to‑pay cycle, internal cross‑charging, vendor administration, and accounting interface. The role ensures that purchasing, invoicing, and financial transactions are executed accurately, on time, and in full compliance with DHL policies, acting as a central point of administrative and financial support for the broader IC team.

The position independently manages PO and offer processes, AP/AR activities, monthly reconciliations, and SOP definition, while supporting management reporting in a fast‑moving, customer‑facing environment. As a key interface between the Innovation Center and Finance, the role reviews financial forecasts against IC documentation, flags inaccuracies, and ensures transparency on IC‑specific topics to support accurate budget management.

What’s your role:

• Procurement & Purchase Order Management
• Become a "GeT" super user; manage the purchase order process for the entire IC team, ensuring smooth, accurate, and timely turnaround
• Handle the end-to-end offer creation process with vendors, looping in Procurement where required
• Execute new vendor setup and drive the bid waiver process, providing rationale as needed
• Confirm vendor accountability against agreed-upon terms; contribute to vendor relationship management to elevate service levels
• Invoicing & Cross-Charging
• Prepare accurate outbound invoices to external clients with itemized detail according to vendor agreements and workstream
• Verify incoming vendor invoices and liaise with vendors on invoicing issues
• Manage internal cross-charging across DHL business units, issuing dedicated internal invoices accurately and on time
• Liaise with the events management team to ensure accurate reporting of outgoing and pending payments; drive prompt follow-up and persistency
• Accounting, Reconciliation & Budget Oversight
• Complete monthly reconciliation of Innovation Center expenses and income by deadline
• Review the monthly financial forecast issued by Finance; validate booked items against IC documentation, flag inaccuracies, and request corrections where needed
• Act as the interface between the IC and Finance, ensuring Finance has a clear understanding of IC-specific topics that flow into the forecast, so the team can actively contribute to accurate budget management
• Maintain a concise system of records; accurately account for financial-related transactions (verifying, allocating, posting) following agreed IC procedures
• Demonstrate thorough understanding of AP/AR; communicate status updates and escalate issues or roadblocks quickly
• Apply deep understanding of financial management to ensure decisions are fiscally sound and responsible
• Reporting, SOPs & Process Excellence
• Provide status updates for management awareness, illustrating forecasted plan alongside target achieved YTD
• Define and maintain SOPs for the accounting process and GeT ordering process
• Continuously improve back-office processes to support a dynamic and fast-moving environment
• Compliance
• Comply with DHL policies and enforce adherence to requirements; advise management on needed actions
• Support audit readiness for IC-related financial and procurement activity
• General Team Support & Cross-Functional Collaboration
• Provide flexible, hands-on support to the broader Innovation Center team across daily operations and event peaks, contributing wherever administrative or operational capacity is needed
• Collaborate with adjacent functions (Customer Experience, Events, Procurement, Finance, Communications) to ensure smooth end-to-end execution and continuity
• Coordinate onboarding processes of New Joiners at EPIC, ensuring IT equipment and mobile devices are ordered and delivered on time.
• Act as a reliable team player who contributes to a positive, solution-oriented team culture and is willing to flex scope in line with evolving Innovation Center priorities
• Coordinating and scheduling team meetings for the Innovation Center team, capturing minutes, assigning action items, and monitoring task progress.

What we’re Looking For:

• Relevant Professional Experience: 3–5+ years of experience in a similar role within administration, accounting, procurement support, or finance operations.
• Language Skills: Fluency in German and English, reflecting the dual‑language operating environment of the Innovation Center.
• Procure‑to‑Pay & Financial Process Expertise: Strong working knowledge of procure‑to‑pay processes as well as accounts payable and accounts receivable (AP/AR).
• Systems & Tools Proficiency: Experience working with internal purchasing or ERP systems (DHL “GeT” experience is an advantage), combined with strong Excel skills and confidence using digital tools.
• Detail Orientation & Process Management: Highly detail‑oriented, precise, and deadline‑driven, with a proven ability to manage multiple processes in parallel.
• Communication & Stakeholder Management: Strong communication skills with the confidence to liaise effectively with vendors, internal stakeholders, and management.
• Process Excellence Mindset: Process‑oriented with experience defining, maintaining, or improving standard operating procedures (SOPs).
• Working Style & Mindset: Fast learner who thrives in a dynamic, customer‑facing environment, demonstrating a result‑driven attitude and hands‑on approach.
• Educational Background: Vocational, specialized, or technical education in business administration, accounting, finance, or procurement, with 3+ years of relevant experience; a Bachelor’s degree in a related field is an advantage.

What’s in for you:

• Own Critical Operational & Financial Processes: Take full ownership of key administrative and financial workflows, including procure‑to‑pay, invoicing, and reconciliation, ensuring smooth day‑to‑day operations of the Innovation Center.
• Work at the Intersection of Operations, Finance & Procurement: Gain broad exposure by collaborating closely with Finance, Procurement, Events, and Customer Experience teams, acting as a central interface across functions.
• Develop Strong Financial & Process Expertise: Strengthen your capabilities in accounting, financial validation, reporting, and process optimization, including hands‑on responsibility for AP/AR and budget tracking.
• Drive Process Improvements in a Dynamic Environment: Actively shape and improve back‑office processes and SOPs, contributing to efficiency and scalability in a fast‑moving, customer‑facing setting.
• Be Part of a Collaborative Innovation Environment: Support the Innovation Center team in delivering high‑quality customer engagement and events, while contributing to a positive, solution‑oriented team culture within DHL.

Interested in this opportunity?

Find out how CSI is driving innovation in logistics and dive into DHL Specialized Industry Capabilities.

If you have any questions regarding the job, please feel free to reach out to recruiting.dpbh@dhl.com.

Submit your application in English including your CV, cover letter, academic records, and your reference letters (if applicable).

Apply now! We are looking forward to your application!

As an equal opportunity employer, we welcome applications from everyone. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.

We are looking forward to your application.

CONNECTING PEOPLE. IMPROVING LIVES.