Operational Assistant M/F

Our client, a European Institution is looking for an Operational Assistant within the HR department who speaks English fluently. This temporary contract starts as soon as possible.

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.

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 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 such as 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.