administrative assistant for a european institution (m/f) in Luxembourg Centre

Philippe KONDRATUK, Randstad Luxembourg, Randstad Luxembourg
mission d'intérim
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job details

luxembourg centre, centre
Services administratifs
type d'emploi
mission d'intérim
Philippe KONDRATUK, Randstad Luxembourg, Randstad Luxembourg
postuler >

description du poste

We're looking for a temporary contract within a European Institution, for a :

Administrative Assistant (m/f)

Your Mission :

Procurement task
• updating the inventory of contracts for administrative expenses by collecting the missing documents if need be (as at today, there are +/- 100 live contracts for administrative expenses)
• inputting the data related to each contract into PeopleSoft and verifying their accuracy
• linking each contract to their related Purchase Orders in PeopleSoft (a list of all POs will be provided) – backlog of +/- 1000 POs
• uploading the electronic version of procurement documents on the document management system
• archiving the original paper copies of the contracts and supporting documents
• organise panel meetings, dispatch letters, and take care of any other secretarial tasks

General task
• Organising meetings and management of team members ’ agendas
• Ensuring timely distribution of documents
• Maintaining internal databases and extracting data
• Filing of notes, reports
• Coordinating business trips, taking care of travel arrangements (including visa applications and making online bookings) and checking and submitting travel expenses for team members

Your Profile :

• Certified secondary level education
• At least three (3) years of experience in a secretarial or operational position, ideally with exposure to contract management
• Proficiency in standard office applications including Word, Excel and PowerPoint
• Excellent knowledge of written and spoken English; knowledge of other EU languages would be an advantage
• Knowledge of specific IT tools (e.g. PeopleSoft, Livelink) would be an advantage

• Excellent communication skills both verbal and written, in English
• Excellent negotiating and interpersonal skills
• Contract management skills
• Well-organised, with the ability to prioritise and meet short deadlines
• Quality focus and strong sense of ethics with the ability to keep sensitive information confidential