Operational assistant - procurement M/F

Our client, a European institution, is looking for an Operational Assistant - Procurement who speaks English fluently. This temporary contract starts as soon as possible.

Key accountabilities :

- Support the team in conducting the ongoing procurement processes and help address the requests coming from both the team members and Procurements Officers in the Bank, ensuring rigour and respect of deadlines.

- Proactively and autonomously manage the administrative and operational tasks relevant for the team in line with the company's rules and the EU Public Procurement Directive. This includes :

• Coordinate all stages of procurement procedures, including monitoring deadlines, ensuring procedural compliance, and maintaining accurate records.
• Liaise with internal stakeholders (including Budget colleagues) and external bidders on administrative and contractual matters as required,
• Prepare draft contracts using standard templates, coordinate document circulation and signatures, and ensure proper archiving with Central Archives in accordance with the Bank's rules. Maintain up-to-date procurement and budget records, create contracts and purchase orders in PeopleSoft.
• Monitor updates to the company's procurement policies and procedures and ensure that all documentation issued by the team complies with the latest guidelines.
• Participate in the testing and implementation of enhancements to procurement-related IT systems.

- Help carry out the controls stipulated in the Bank's rules and procedures and maintain accurate auditable records of all procurement processes.

- Contribute to the development and maintenance of internal reporting tools and produce regular and ad-hoc administrative and operational reports.

- Maintain the relevant filing systems, databases, and guidelines accurate and up to date, and manage electronic mailboxes, prioritising incoming messages and queries, and allocating action as appropriate.

Reqquested background :

• Secondary level education, complemented with a 2-year certificate in a relevant field (business, law, procurement) or secondary level education with equally qualified experience in a relevant field.
• Minimum 5 years of relevant professional experience, in a relevant business field, with at least 3 years in an operational role. Experience in (Public) Procurement 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.
• Social skills - ability to build good, effective and smooth working relationships with team members and external colleagues across departments.
• Excellent knowledge of the Bank's standard computer tools, in particular MS Excel, Word and PowerPoint. Knowledge of PeopleSoft, Business Object, SmartSite, DocuSign and GED would be an advantage.
• Excellent written and spoken English is required. A good working knowledge of another language of the EU Member States would be considered as an advantage.
• Awareness of the Bank's mission, policies, role and organisation.

Competencies :

- Ensures Accountability
- Collaborates
- Cultivates Innovation
- Drives Results
- Instils Trust