It office administrator (m/f/x)

For our department IT - Information Technology   within

General Services , we are looking for a (an):

IT Office Administrator (m/f/x)

Main duties:

IT Office Administration and Operational support
Perform core administrative activities of the IT Office to ensure efficient daily operations
Manage meeting logistics and related administrative follow up for IT Management as required
Organize and coordinate events for the IT department
Act as a central point of contact for office-related matters
Purchasing, Supplier and Contract Administration
Execute administrative purchasing activities in line with Luxair governance
Perform follow-up of contracts and suppliers for the IT department
Support inquiries and follow-up related to procurement and invoices administration
Monitor and control costs for mobile phone subscriptions, including optimization actions
Budget and Cost Support
Support the preparation of the IT Budget by collecting and consolidating relevant information
Track IT Budget and expenses ensuring relevant information is collected in a timely and structured matter
Prepare and provide periodic reports required for financial follow-up, including quarterly reporting on Purchase-to-Pay process steps
IT Governance Documentation and Control
Drive drafting, update and distribution of IT governance artefacts
Keep governanc-related records, evidence and supporting documentation up to date
Contribute to the continuous improvement of the IT governance practices
Risk Management, BIA and Compliance
Drive the execution of IT Risk assessments and Business Impact Assessments
Maintain tracking of risk mitigation and control actions, ensuring regular follow-up and visibility of progress status
Consolidate information, evidence and documentation required for internal assessments audits, compliance reviews and external regulatory declarations
Ensure mandatory reading and related compliance follow-up activities required
Governance and Design Authority
Plan, attend and minute governance and risk-related meetings and forums, including the IT Risk Management Forum
Drive the monthly update process for the IT Risk Management Forum, including collection of updates, preparation of material, recording of actions, and follow up through completion
Plan, attend and minute Design Authority sessions, and maintain the related meeting log, action log, and documentation trail
Process Improvement and Tool Support
Execute and maintain administrative and governance processes in a structured and efficient manner
Document procedures related to administrative activities to ensure coverage across role holders
Identify opportunities to improve IT office administrative, governance, compliance, and reporting processes, and contribute to the implementation of enhancements

Required profile:

Be holder of a “Bac” or equivalent and / or proven experience in a similar role
Excellent communication skills in English
Strong organisational and execution skills
Ability to manage multiple tasks, deadlines, and competing priorities in a structured manner
Strong attention to detail and accuracy
Ability to draft, maintain, and follow up documentation, records, and action tracking
Ability to handle confidential information with discretion
Reliable, structured, and service-oriented
Comfortable handling both administrative and governance/compliance-related responsibilities
Able to move effectively between operational execution, documentation discipline, and management follow-up
Strong sense of accountability and ownership for assigned processes
Team player with a hands-on and pragmatic mindset
Able to contribute to
continuity of work through structured working methods and effective
cross-coverage within the team

Desired or to be acquired skills :
Familiarity with budget follow-up, purchasing administration, contract administration, and supplier-related processes
Familiarity with governance documentation, compliance evidence, risk registers, action tracking, or audit preparation
Experience with tools
used by IT, Purchasing, and HR functions
Ideal candidate :
Knowledge of French and German desirable; Luxembourgish or any additional language is considered an asset
Previous experience in an
IT department or in a governance, compliance, purchasing, or administrative
support environment