Operational assistant - procurement M / W

We are currently recruiting, on behalf of a prestigious European Institution , for a professional to join its Procurement Unit.

This role is part of a strategic initiative to support the Procurement Workload Management Project.

The selected candidate help alleviate administrative and coordination tasks from procurement officers, with a strong focus on digital tools (M365, Power BI, Teams).

The aim is to ensure continuity and quality of procurement operations during a period of exceptional workload.

The main responsibilities of the role :

• 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.

The selected candidate has 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 is appreciated. An excellent knowledge of English is mandatory - knowledge of other EU languages would be an advantage. Proficiency in MS Office and document management systems, and experience with digital collaboration platforms (e.g., SharePoint, Teams). Understanding of e-signature workflows and digital archiving practices.

The ideal candidate's soft skills :

Interested in the position ? Do not hesitate to apply !