General Secretariat - Operational Assistant (M/F) Expirée

Société

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Mission

For one of our clients, an European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an:

Operational Assistant (M/F)

The (Senior) Operational Assistant will execute a wide range of administrative and coordination duties on Budget and HR matters, ensuring proper implementation of policies, processes, procedures and reforms related to Staff and Budget management within the SG & FC Directorates.

• Provide general administrative support to the unit on SG & FC activities and processes e.g. collecting relevant data, scheduling meetings, independently responding to diverse and extensive inquiries,

• Support administrative processes in Budget delivery:
  o Procurement: collect, check and handle purchasing requests manually and in PeopleSoft Financial,
  o Calls for tender, consultancy contracts (e.g. by supporting the effective administration of consultancy contracts, tendering procedures, invoices),
  o Timely payment of invoices,
  o Coordination of budget requests from SG & FC services on OOE (related to consultants, training and conferences),
  o IDs creation,
  o Payment of invoices and their correct imputation timely,
  o Monitoring and reporting on backlogs (e.g. pending purchase orders and invoices, pending travel authorisations and expenses reports)

• Support administrative processes in HR delivery:
  o Recruitment campaigns; organisation of validation meetings, preparation, drafting and circulation of notes, as well as keeping managers informed on the status of their ongoing campaigns,
  o Internal mobility tasks (transfers, temporary assignments, secondments, unpaid leaves),
  o Prepare the drafts for the relevant notes, circulate them for signature and submit them to PERS directorate,
  o Coordination of traineeship and interim requests, including launching the business case and handling all related administrative procedures linked to the requests,
  o Help define and coordinate traineeship requests, including launching the business case and handling all related administrative procedures linked to the request.

• Support in the preparation of ad hoc reports on budget and staff, including statistics, for the attention of the SG & FC management,

• Monitor and maintain an efficient archiving of the relevant shared mailboxes.

Profil

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc.) or secondary level education with equally qualified experience in a relevant field,

• Minimum 3 years of experience in an administrative field,

• Proven experience in human resources administration,

• Knowledge of the Bank's frontline operational environment would be a strong advantage,

• Knowledge of IT standard computer tools, in particular Excel and Word,

• Good knowledge of the PeopleSoft HR & Financials database management system, would be an asset,

• Excellent knowledge of written and spoken English and a good knowledge of French,

• Knowledge of other EU languages would be an advantage.