Chief Executive/Deputy Chief Executive - Operational Assistant - Procurement (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 an:

Chief Executive/Deputy Chief Executive - Operational Assistant - Procurement (M/F)

Job Description: Reporting line

The incumbent(s) report to and work under the supervision of senior members of the Procurement Unit within the CE/FSO/FS/FAF&P Division.

Purpose

To support the Procurement Workload Management Project by alleviating administrative and coordination tasks from procurement officers, with a strong focus on digital tools (M365, Power BI, Teams), enabling strategic delivery and ensuring continuity and quality of procurement operations during a period of exceptional workload.

Responsibilities

•             Coordinate with internal services to facilitate procurement processes.

•             Assist services with drafting Procurement Request Forms (PRFs), Contract Proposal Summary Notes (CPSNs), and contracts.

•             Liaise with external entities for contract signatures and follow-up.

•             Contribute to the development and execution of the 2026 Procurement Plan.

•             Ensure data accuracy and consistency in the Procur Dashboard.

•             Prepare quarterly procurement statistics and liaise with relevant services for validation.

•             Assist with the migration of contracts from M-Files to M365.

•             Organise targeted training sessions for procurement officers and internal stakeholders.

•             Support digitalisation efforts in procurement workflows, including document automation and e-signature coordination.

•             Maintain and update digital records and dashboards using collaborative platforms (e.g., SharePoint, Teams, OneDrive).

•             Assist in the configuration and testing of digital tools used for procurement tracking and reporting.

•             Contribute to the improvement of digital templates and forms to streamline procurement documentation.

Required profile

Qualifications

•             A minimum of three (3) years’ relevant professional experience in administrative support, coordination, or procurement-related tasks.

•             Experience in project-based environments and handling time-bound deliverables.

•             Exposure to digital tools and platforms used in procurement or administrative workflows.

Competencies

•             Excellent knowledge of English; knowledge of other EU languages would be an advantage.

•             Proficiency in MS Office and document management systems.

•             Familiarity with PSFT and M365 is a strong asset.

•             Experience with digital collaboration platforms (e.g., SharePoint, Teams).

•             Understanding of e-signature workflows and digital archiving practices.

Soft Skills

•             Strong organisational and coordination skills.

•             Clear and professional communication, both written and verbal.

•             Ability to work collaboratively with internal services and external stakeholders.

•             Proactive and solution-oriented mindset.

•             Comfortable working in a dynamic environment with shifting priorities and tight deadlines.

•             Capable of managing multiple tasks efficiently and meeting project deadlines.

•             High attention to detail and accuracy in documentation and data handling.

•             Discretion and professionalism in handling sensitive procurement information.

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

Salary ranges between 3247€ and 5300€ gross per month, depending on experience.