Administrative assistant - Contract management (M/F)

LUXEMBOURG LU Reference : 120190315170407 - Date of publication : 15/03/2019

Job description

For one of our clients, a European Institution located in Luxembourg, SOFITEX TALENT is currently looking for an


Your tasks:

Procurement task

* updating the inventory of contracts for administrative expenses by collecting the missing documents if need be
* inputting the data related to each contract into PeopleSoft and verifying their accuracy
* linking each contract to their related Purchase Orders in PeopleSoft (a
* uploading the electronic version of procurement documents on the document management system
* archiving the original paper copies of the contracts and supporting documents
* organise panel meetings, dispatch letters, and take care of any other secretarial tasks

General task

* Organising meetings and management of team members ' agendas
* Ensuring timely distribution of documents
* Maintaining internal databases and extracting data
* Filing of notes, reports
* Coordinating business trips, taking care of travel arrangements (including visa applications and making online bookings) and checking and submitting travel expenses for team members

Required profile

* Certified secondary level education
* At least three years of experience in a secretarial or operational position, ideally with exposure to contract management
* Proficiency in standard office applications including Word, Excel and PowerPoint
* Excellent knowledge of written and spoken English; knowledge of other EU languages would be an advantage
* Knowledge of specific IT tools (e.g. PeopleSoft, Livelink) would be an advantage
* Excellent communication skills both verbal and written, in English
* Excellent negotiating and interpersonal skills
* Contract management skills
* Well-organised, with the ability to prioritise and meet short deadlines
* Quality focus and strong sense of ethics with the ability to keep sensitive information confidential

Company Description

Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, SOFITEX est un réseau international de Travail Temporaire et de Placement en CDI. SOFITEX fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.


171 route d'Esch Immeuble Le Trianon 0 LUXEMBOURG

00352 26 29 52 400 -

Basic information

Company : SOFITEX
Business areas : Services administratifs
Type of Contract : Intérim
Experience required : 3-4 ans
Study level : Bac +3
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