HR Officer Administration - 70%

About us

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

Your role

Provide operational support across key stages of our recruitment process, with a primary focus on managing the pre-contractual offer process for research-related positions. You will be working in a digitalized recruitment environment, using our recruitment system and dashboards to manage cases, monitor progress, identify pending actions and ensure that offers move efficiently from hiring decision to candidate acceptance and handover to the Contract Team.

You will provide support with job posting activities, ensuring that vacancies are advertised accurately, consistently and in line with internal and external requirements.

Pre-contractual offer management:

• Coordinate the offer process for research-related recruitments from hiring decision to candidate acceptance and handover to the Contract Team
• Prepare and issue offers through the recruitment system based on approved hiring information
• Manage and monitor offer cases through recruitment dashboards
• Liaise with candidates and hiring managers regarding offers, required documentation, timelines and process-related questions
• Check candidate files for completeness and accuracy and follow up proactively on missing information or documentation
• Review proposed starting dates and identify relevant administrative dependencies, including potential work authorization or immigration requirements, referring cases to the responsible teams where needed
• Ensure compliance with recruitment procedures, GDPR requirements and internal workflows

Job posting and recruitment operations:

• Support the publication of vacancies across internal and external recruitment channels
• Review job advertisements for completeness, consistency and compliance with University standards and relevant job catalogue requirements
• Ensure that applicable posting rules and channels are respected, including internal/external publication requirements, ADEM requirements and agreed external job boards or tender arrangements
• Coordinate with recruiters and hiring teams to resolve missing or inconsistent information before publication

First Line Support:

• Handle queries from internal/external stakeholders, providing accurate and timely responses or directing them to the appropriate team member

Your profile

• Bachelor's degree in Business, Human Resources or a related field required
• Several years of experience in an administrative environment, ideally prior HR Admin experience
• Strong numerical skills, proven attention to detail / high accuracy
• Experience working with dashboards and digital workflow tools; experience with an applicant tracking system would be an advantage
• Proficient with Microsoft Office
• Excellent command of English; French would be an advantage

We offer

• A modern, dynamic university with a personal and inclusive atmosphere. Multilingual and international character. Staff coming from more than 90 countries. Member of The Guild of European Research Intensive Universities
• An exceptional research environment, supported by skilled staff and high-quality equipment. Strong links to professional sectors and the Luxembourg labour market. A unique urban campus with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and a wide range of non-academic partners including ministries, local governments, associations, and NGOs

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Permanent
• Work Hours: Part Time 28.0 Hours per Week - 70% working time
• Location: Belval Campus
• Internal Title: HR officer
• Job Reference: UOL08512

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