Financial Operations - Administrative Assistant (M / F)

LE POSTE : For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a : Financial Operations - Administrative Assistant (M / F) The Administrative assistant will work in close cooperation with a team of professionals and other administrative / operational assistants providing general administrative support including : incoming and outgoing mail, review of documents : layout, proofreading, drafting of letters, notes, forms, organising meetings and booking meeting rooms Please note that this assignment can be extended according to the Luxembourgish law for a maximum duration of 1 year. Accountabilities MC Notes : - Drafting of the notes and submission to the DG and VPs for review and MC for approval - Update our database with the appropriate links from the MC Area in GED Tender dossiers : - Review of all documents (layout, proofreading, prefilling of some templates) - Publication to the e-Tendering platform of notices (preliminary, contract and award) - Drafting of Reports (Prequalification and Evaluation) - Validation of reports by the Prequalification and Evaluation Committees - Notification emails / letters at different stages (Prequalification : to the selected and rejected candidates, and Evaluation : to the winner and rejected bidders) Contracts preparation : - Contracts : fulfilling the Specific Conditions and preparing the annexes (sorting out the winning offer to meet the contract requirements) - Liaise with the different teams reviewing the contract - Sending out the Contract (QES or by DHL) - Processing and follow-up of the signature of the Contract within the EIB - Registering the contract in ASApp and GED. - Preparation and dispatch of the signed contract - Drafting and review of addenda - Follow-up of the signature process - Registering the addenda in ASApp and GED. - Preparation and dispatch of the signed addenda to the Archives (DAF template) and to the Consultant Audit requests - Managing audit files via OneDrive / Sharepoint / Mercell, MS-Teams and GED -Archiving and filing and retrieving documents from Archives PROFIL RECHERCHÉ : - Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field - At least 3 years of relevant professional experience in providing administrative support - Strong sense of responsibility and initiative and good organisational skills - Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability - Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). - Excellent knowledge o...

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