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
