Financial Operations - Administrative Assistant (M/F)

Company description

Sofitex Talent Recruitment
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.

Job description

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a :

 Financial Operations - Administrative Assistant (M/F)

The Administrative assistant will work in close cooperation with a team of professionals and other administrative/operational assistants providing general administrative support including: incoming and outgoing mail, review of documents: layout, proofreading, drafting of letters, notes, forms, organising meetings and booking meeting rooms

Please note that this assignment can be extended according to the Luxembourgish law for a maximum duration of 1 year.

Accountabilities

MC Notes:

- Drafting of the notes and submission to the DG and VPs for review and MC for approval

- Update our database with the appropriate links from the MC Area in GED

Tender dossiers:

- Review of all documents (layout, proofreading, prefilling of some templates)

- Publication to the e-Tendering platform of notices (preliminary, contract and award)

- Drafting of Reports (Prequalification and Evaluation)

- Validation of reports by the Prequalification and Evaluation Committees

- Notification emails/letters at different stages (Prequalification: to the selected and rejected candidates, and Evaluation: to the winner and rejected bidders)

Contracts preparation:

- Contracts: fulfilling the Specific Conditions and preparing the annexes (sorting out the winning offer to meet the contract requirements)

- Liaise with the different teams reviewing the contract

- Sending out the Contract (QES or by DHL)

- Processing and follow-up of the signature of the Contract within the EIB

- Registering the contract in ASApp and GED.

- Preparation and dispatch of the signed contract

- Drafting and review of addenda

- Follow-up of the signature process

- Registering the addenda in ASApp and GED.

- Preparation and dispatch of the signed addenda to the Archives (DAF template) and to the Consultant

Audit requests

- Managing audit files via OneDrive/Sharepoint/Mercell, MS-Teams and GED -Archiving and filing and retrieving documents from Archives

Required profile

- Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field

- At least 3 years of relevant professional experience in providing administrative support

- Strong sense of responsibility and initiative and good organisational skills

- Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability

- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint).

- Excellent knowledge of English and French.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.

Salary ranges between 3,800€ and 4,300€ gross per month, depending on experience.