Our client, a European institution, is looking for an Operational Assistant who speaks English fluently and who has a good command of French. This temporary contract starts as soon as possible.
Accountabilities :
- Support the team in contributing to the ongoing consultancy projects and address the requests coming from both the team members and Project Managers, ensuring the respect of the contractual deadlines.
- Contribute in a proactive and autonomous manner in the administrative and operational tasks relevant to the team, such as:
* Monitor the procurement procedures' deadlines, including follow-up of renewals and extensions of contracts.
* Communicate with the Framework Agreement members/Service Providers to ensure that all the necessary documentation is submitted in due time in the context of mini-competitions under the Framework Agreement and/or Direct Awards.
* Liaise with vendors when needed.
* Contribute to the preparation of tender documents such as terms of reference, authorisation documents, draft contracts as well as their annexes on the pre-defined templates,
* Circulate documents for signature, (wet ink and electronic), ensuring compliance with the Bank's policies and rules.
* Other procurement support, including archiving (GED and Central Archives), submitting ''My Request'' tickets, registration of contracts with People Soft Financials.
* Liaise with Budget colleagues for Purchase Order creation and follow-up.
- Assess and approve e-requisitions, payments, invoicing of external parties, accruals, purchases and budget requests, involving the Procurement and Budget Officers when needed.
- Ensure proper handling and reporting of requested external trainings / conferences as well as in-house trainings/conferences with external experts;
- Contribute to the development and maintenance of appropriate internal reporting tools enabling the smooth running of a number of key operational processes in the Directorate, as well as the timely production of ad-hoc and regular administrative reports
- Handle internal and external queries related to the tasks within the team's remit.
- Maintain the relevant filing systems, databases, and guidelines accurate and up to date, and manage electronic mailboxes, prioritising incoming messages and allocating action as appropriate.
Qualifications :
- Secondary level diploma, complemented with a 2-year certificate in a relevant field (preferably in (preferably in business administration, law, economics, procurement) or secondary level education with equally qualified experience in a relevant field.
- Minimum 5 years of relevant professional experience, preferably with at least 3 years in an operational role.
- Experience in (Public) Procurement or Purchasing and/or previous exposure to budget administration would be an advantage.
- Ability to work under pressure, prioritise various tasks, work autonomously, be proactive in anticipating actions required in the management of the procurement procedures, meet tight deadlines and work within a team.
- Good knowledge of MS Excel, Outlook and Microsoft 365.
- Knowledge of PeopleSoft Financials and GED would be an advantage.
- Excellent knowledge of English and/or French with a good command of the other