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 xniyctf 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