Administrative Support – Procurement – Contracts (F/M)

Job Type(s): Full Time Permanent
Location(s): Luxembourg
Company Name: infeurope S.A.

Infeurope is looking for an Administrative Support – Procurement – Contracts – Intermediate for one of his clients based in Luxembourg.

TASKS

  • Work closely with office managers located in the field offices and with relevant stakeholders in the corporate office;
  • Provide support in preparing, reviewing and finalizing procurement and contracting documents (e.g., request for authorization, vendor registration, expenditure authorization) in collaboration with various departments within the company and field offices in accordance with procurement procedures;
  • Review and monitor requests and change orders for compliance with the chart of accounts and applicable cost centers and challenge the justification of requests and change orders;
  • Follow up on the approval process of these documents, liaising with business units at headquarters and field offices;
  • Provide general support for the monitoring and control of the company’s field office budget, including procurement activities and invoice review and approval, ensuring compliance with procurement procedures and guidelines;
  • Provide support to the Budget Manager by verifying the accuracy of actual expenses reported against the budget planned Calculation of variances and identification of trends;
  • Provide support to field offices and budget holders whenever necessary to comply with year-end accounting policy (Transients and Advance Payments);
  • Reporting related to the activities described above:
  • Administrative support to Field Office team members in Procure-to-Pay processes;
  • Provide general assistance to Field Offices on the procurement and contract management process including data collection, contract registration, monitoring and tracking of due dates.

KNOWLEDGE

  • Experience in procurement, budget control and monitoring ideally in an international organization or public administration;
  • Experience in contract administration/management;
  • Sound knowledge of the EU public procurement as well as best-practices;
  • Good understanding of the trends and developments within the Building and Facility Management sourcing market would be an advantage.

EDUCATION

  • Bachelor degree in accounting;
  • Minimum 4 to 5 years of experience.

LANGUAGES

  • Good written and spoken knowledge of English and French – additional EU languages would be an advantage.

SOFTWARE

  • Computer skills in Microsoft Office;
  • The knowledge of PeopleSoft application would be an advantage.

SOFTSKILLS

  • Excellent communication skills;
  • Tact and diplomacy.

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