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Operational assistant M / F

Operational assistant M / F

HaysLuxembourg City, Luxembourg
30+ days ago
Job description

Our client, a European institution, is looking for an Operational Assistant who speaks English fluently. This temporary contract (interim) starts as soon as possible.

Accountabilities :

a) Supporting the contract harmonisation project by :

  • testing new digital procurement tools in UAT and coordinating with central procurement in remediating challenges identified
  • managing contract data for the HR department, including migrating the data onto the new production platform
  • mapping of call-off contracts to framework contracts
  • running purchasing checks and allocations for call offs where the accrual was not taken into account in the framework agreement / call-off

b) Supporting the consultancy category project by :

  • submitting required procurement data and input for HR
  • coordinating the mapping of HR procurement activities and contracts into bank-wide categories
  • coordinating responses to requests from central procurement as the project progresses
  • providing input into the digitisation of signatures

    • c) Coordinating the administration for HR procurement by :

  • entering all HR contracts / Framework Agreements into PeopleSoft Financials
  • regularly updating the Procurement Dashboards and coordination tracker
  • ensuring requisite approvals have been collected for all contracts, framework agreements, call-offs and addenda in HR procurement before sending, filing and archiving them
  • monitoring and maintaining the team mailbox (filing / archiving)

    • d) Launching calls for tender

  • Participate in HR's calls for tenders

    • Qualifications :

  • Secondary level diploma, completed with a 2-year certification in a relevant field (e.g. procurement, accounting, business administration) or secondary level diploma with equally qualified experience in a relevant field.
  • Minimum of 3 years' experience in an operational or business support position in a relevant field.
  • Knowledge of (public) procurement standards is strongly desirable.
  • Diligence and ability to self-organise and work across a wide range of topics and teams
  • Very good verbal and written English language skills. A good command of French would be advantageous.
  • Very good knowledge of standard IT & office tools (particularly Word, Excel and Outlook).
  • Knowledge of Peoplesoft and the Bank's IT tools, specifically GED (OpenText), would be an advantage.
  • Good understanding of the Bank's operating methods and its procedures will be considered an asset.

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    Operational Assistant • Luxembourg City, Luxembourg

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