Human Resources - Operational Assistant

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.

POSTE

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

Human Resources - Operational Assistant

The Operational Assistant will provide operational, administrative and procurement-related support to the Overseas Remuneration Unit of the Global Resources and Planning Division, HR Directorate.
The primary objective of the assignment is to support the Unit in the management, renewal and/or establishment of service contracts relating to payroll administration and legal services supporting the Bank's non-EU external offices. This role will contribute to ensuring timely execution of procurement and contract management activities, compliance with internal procedures and effective coordination between internal stakeholders and external service providers.

The Operational Assistant will report to the Head of Overseas Remuneration Unit and will work in close cooperation with the unit team members as well as with internal stakeholders, such as HR coordination, Procurement, Legal and Compliance teams.

Responsibilities

- Support the team in the preparation, coordination and follow-up of procurement and contract management activities related to external service providers.
- Monitor contract renewal timelines and procurement milestones, ensuring deadlines are anticipated and respected.
- Assist in drafting, processing and filing procurement-related documentation through the appropriate channels, ensuring information is complete, accurate, up to date and easy to retrieve.
- Track ongoing procurement and contracting activities and maintain accurate status reports.
- Liaise with internal stakeholders and external providers to collect information, clarify requirements, monitor progress and ensure timely responses, ensuring follow-up of approval flows and general compliance with internal rules and processes.
- Support in verifying budget estimates and financial cross-checks linked to existing, expiring and future contracts.
- Act as a focal point for day-to-day follow-up with internal stakeholders and external service providers.
- Monitor action items and ensure timely escalation of issues that may affect delivery deadlines.
- Provide general administrative support to the Unit, including organisation of meetings, circulation of Managerial Notes for signatures, etc.

PROFIL

Academic qualifications and professional skills

- Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. business administration, HR, Procurement)
- At least 3 years of relevant professional experience in an operational function or business support role in an international set-up, preferably in HR, payroll, legal, procurement functions.
- Experience in supporting procurement and/or service contract management processes would be a distinct advantage
- Knowledge of public procurement would be an asset, with experience in the Bank procurement environment being a concrete advantage
- Experience in coordinating multiple stakeholders and managing competing deadlines in a structured and organised manner
- Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
- Good knowledge of additional software applications used by the Bank would be an asset (e.g. PeopleSoft HR and Financials, Business Objects, GED)
- Excellent command of written and oral English. French is a strong asset. Good knowledge of another EU language would be an advantage.


This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 3,930EUR and 4,450EUR gross per month, depending on experience.