Our client, a European institution, is looking for an Administrative Assistant - Contract Manager who speaks English fluently. This temporary contract starts as soon as possible (end of November / beginning of December).
Deal with administrative and contract management tasks for a famous European institution
Accountabilities:
MC Notes :
- Drafting of the notes and submission to the DG and VPs for review and MC for approval
- Update our database with the appropriate links from the MC Area in GED
Tender dossiers :
- Review of all documents (layout, proofreading, prefilling of some templates)
- Publication to the e-Tendering platform of notices (preliminary, contract and award)
- Drafting of Reports (Prequalification and Evaluation)
- Validation of reports by the Prequalification and Evaluation Committees
- Notification emails/letters at different stages (Prequalification: to the selected and rejected candidates, and Evaluation: to the winner and rejected bidders)
Contracts preparation :
- Contracts: fulfilling the Specific Conditions and preparing the annexes (sorting out the winning offer to meet the contract requirements)
- Liaise with the different teams reviewing the contract
- Sending out the Contract (QES or by DHL)
- Processing and follow-up of the signature of the Contract within the company
- Registering the contract in ASApp and GED.
- Preparation and dispatch of the signed contract
- Drafting and review of addenda
- Follow-up of the signature process
- Registering the addenda in ASApp and GED.
- Preparation and dispatch of the signed addenda to the Archives (DAF template) and to the Consultant
Audit requests :
- Managing audit files via OneDrive/Sharepoint/Mercell, MS-Teams and GED - Archiving and filing and retrieving documents from Archives
Qualifications :
- Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
- At least 3 years of relevant professional experience in providing administrative support
- Strong sense of responsibility and initiative and good organisational skills
- Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability
- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint).
- Excellent knowledge of English and French.