IT Office Administrator (m/f/x)

For our department IT - Information Technology within General Services, we are looking for a (an):

IT Office Administrator (m/f/x)

Main duties:

IT Office Administration and Operational support

• Perform core administrative activities of the IT Office to ensure efficient daily operations
• Manage meeting logistics and related administrative follow up for IT Management as required
• Organize and coordinate events for the IT department
• Act as a central point of contact for office-related matters

Purchasing, Supplier and Contract Administration

• Execute administrative purchasing activities in line with Luxair governance
• Perform follow-up of contracts and suppliers for the IT department
• Support inquiries and follow-up related to procurement and invoices administration
• Monitor and control costs for mobile phone subscriptions, including optimization actions 

Budget and Cost Support

• Support the preparation of the IT Budget by collecting and consolidating relevant information
• Track IT Budget and expenses ensuring relevant information is collected in a timely and structured matter
• Prepare and provide periodic reports required for financial follow-up, including quarterly reporting on Purchase-to-Pay process steps

IT Governance Documentation and Control

• Drive drafting, update and distribution of IT governance artefacts
• Keep governanc-related records, evidence and supporting documentation up to date
• Contribute to the continuous improvement of the IT governance practices

Risk Management, BIA and Compliance

• Drive the execution of IT Risk assessments and Business Impact Assessments
• Maintain tracking of risk mitigation and control actions, ensuring regular follow-up and visibility of progress status
• Consolidate information, evidence and documentation required for internal assessments audits, compliance reviews and external regulatory declarations
• Ensure mandatory reading and related compliance follow-up activities required

Governance and Design Authority

• Plan, attend and minute governance and risk-related meetings and forums, including the IT Risk Management Forum
• Drive the monthly update process for the IT Risk Management Forum, including collection of updates, preparation of material, recording of actions, and follow up through completion
• Plan, attend and minute Design Authority sessions, and maintain the related meeting log, action log, and documentation trail

Process Improvement and Tool Support

• Execute and maintain administrative and governance processes in a structured and efficient manner
• Document procedures related to administrative activities to ensure coverage across role holders
• Identify opportunities to improve IT office administrative, governance, compliance, and reporting processes, and contribute to the implementation of enhancements

Required profile:

• Be holder of a “Bac” or equivalent and / or proven experience in a similar role
• Excellent communication skills in English
• Strong organisational and execution skills
• Ability to manage multiple tasks, deadlines, and competing priorities in a structured manner
• Strong attention to detail and accuracy
• Ability to draft, maintain, and follow up documentation, records, and action tracking
• Ability to handle confidential information with discretion
• Reliable, structured, and service-oriented

• Comfortable handling both administrative and governance/compliance-related responsibilities
• Able to move effectively between operational execution, documentation discipline, and management follow-up
• Strong sense of accountability and ownership for assigned processes
• Team player with a hands-on and pragmatic mindset
• Able to contribute to continuity of work through structured working methods and effective cross-coverage within the team

Desired or to be acquired skills : 

• Familiarity with budget follow-up, purchasing administration, contract administration, and supplier-related processes
• Familiarity with governance documentation, compliance evidence, risk registers, action tracking, or audit preparation
• Experience with tools used by IT, Purchasing, and HR functions

Ideal candidate : 

• Knowledge of French and German desirable; Luxembourgish or any additional language is considered an asset
• Previous experience in an IT department or in a governance, compliance, purchasing, or administrative support environment