Procurement & Contracts Administrator

Salary: £24,944 up to £27,000 dependent upon experience

Contract Type: FTC 12 months, Full-time, Hybrid – 2 days per week in the office.

Security Level: SC

Visa Restrictions: This position does not offer visa sponsorship.

We are the UK’s aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

The Procurement and Contract Administrator is responsible for supporting the Procurement Team with low value sourcing activities and ensuring effective contract administration.

This role involves assisting the team in managing low value spend requests and overseeing the administration of active contracts.

Key responsibilities include managing contract documentation (such as renewals, change controls, and variation notes), maintaining accurate records, updating the central contracts database, and liaising with suppliers and internal stakeholders.

Additional duties include analysing contract and supplier spend and performance data, supporting the development of dashboards and reports for the Procurement Team and wider business, and providing general administrative support to the team’s day-to-day operations.

Core Accountabilities

1. Contract Administration:

• Draft, review, and manage contracts, ensuring accuracy and compliance with legal and organisational standards.
• Maintain the centralised contract repository and track key dates (renewals, expirations, retenders) and build a future forecast.
• Monitor contract performance and service-levels.
• Collaborate Procurement Team and business areas regarding contract management.
• Prepare reports on contract status, compliance, and financial impact for Procurement team review.
• Support internal audits and ensure documentation meets internal requirements.
• Liaise with suppliers and internal business departments to resolve contract-related queries, including but not limited to contract renewals, price queries, supplier performance, budget monitoring, forecast planning, and contract analysis.
• Contribute to the development and implementation of a revised contract management framework and dashboard, including the rollout and support of training to the wider business.

1. Procurement Support:

• Purchase Order Management – provide administrative support in the preparation, processing, and tracking of purchase orders in compliance with company policies. Verify the accuracy of pricing, quantities, and delivery dates. Liaise with suppliers to confirm orders, coordinate delivery schedules, and resolve any discrepancies. Maintain up-to-date supplier records and contact information.
• Administration – Support the maintenance of procurement files, contracts, contract databases, and related documentation. Ensure compliance with audit and regulatory requirements. Assist in scheduling meetings, preparing agendas, and recording minutes for procurement-related discussions.
• Data Entry & Reporting – Enter procurement data into ERP or procurement systems accurately and efficiently. Assist in preparing regular reports and dashboards on purchasing activities, spend analysis, and supplier performance as required.
• Compliance & Policy Adherence – assist in ensuring procurement activities follow CAA policy and legal standards. Support internal audits and provide required documentation.

Administrative Assistance: assist in managing daily procurement inquiries from suppliers and internal stakeholders, overseeing the inflow process, and handling related administrative tasks (e.g., credit card management). Support internal teams in understanding and complying with the CAA’s Procurement Policy.

About You

Essential

• Experience in contract administration or procurement within a public sector environment.
• Basic knowledge of procurement process. Strong attention to detail and organisational skills.
• Excellent communication and stakeholder management abilities.
• Proficiency in Microsoft Office specifically excel, and procurement systems (e.g., eTendering platforms, SAP finance system).

Desirable

• CIPS qualification (level 3) or working towards.
• Knowledge of public procurement regulations and best practices.

What Can We Offer You?

Working in an interesting multi-category environment with a wide range of different stakeholders at all levels of the organisation. The level of diversity in the work means that every day is different which provides a fantastic experience. Working in a small and friendly team, there are opportunities to collaborate on procurements, share knowledge and support team members to deliver best practice and value.

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance.

To be vetted we will usually expect a reasonable period of residency in the UK so that meaningful checks can be undertaken. For this role this will need to be 5 years.

If you do not meet these requirements, we may not be able to accept your application.

For more information on CTC and SC clearance please visit – Vetting explained – GOV.UK (www.gov.uk)

For more information on BPSS clearance please visit – BPSS clearance

The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Relocation & Property

The CAA will be relocating from Aviation House (Our Gatwick Office) to new premises in a few years’ time. Our move is driven by strategic, operational and environmental considerations.

We will be moving to a new local home, up to a 15-mile radius of Aviation House, to minimise disruption for our valued colleagues and customers.

We are now working with colleagues and visitors to understand what we need in our new office, before we start our property search. We will sell Aviation House and land, vacate the site and move to new premises, but we do not expect to move before 2028

Inclusive Recruitment

We are passionate about diversity and ensuring all are included at the CAA. We are an equal opportunity employer and actively encourage applications from candidates of all backgrounds.

As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone. If you require an adjustment for any reason, please let us know.

Working With Us

We are on a journey towards being increasingly adaptable, where our colleagues collaborate as part of cross-functional teams. This approach ensures we never stop learning together. It also means that you may become involved in activities that take you out of your day-to-day role, providing you with opportunities to develop and grow your career with us.

We have embraced hybrid working and offer flexible working patterns, being open to having a conversation about what works for you. We know where and when we work is important in achieving a work-life balance.

We offer a range of excellent benefits such as flexible working arrangements, free onsite gym at Gatwick, discounted gym membership for London, 28 days annual leave, additional 5 days leave purchase scheme, a generous pension scheme and much more!

Our Values

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here

Closing Date: 4th February 2026

Interview Date: w/c 9th or 16th February 2026

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

No recruitment agencies please.

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