Overview
The role involves providing administrative support for procurement and contract management activities, acting as secretariat for recruitment panels, and liaising with stakeholders.
Key Responsibilities
- Provide administrative support in the full lifecycle of procurement and contract management activities: preparing and checking documents, following up on offers received from suppliers, handling correspondence with external providers, processing invoices, and maintaining accurate and up-to-date contract records.
- Draft, format and track contracts and related administrative documents, ensuring consistency, completeness and compliance with applicable procedures.
- Act as secretariat for recruitment panels and other internal committees: organising and coordinating meetings, preparing agendas and supporting materials, taking minutes, circulating documents and following up on action points.
- Assist with the coordination of multiple recruitment processes running in parallel, ensuring that deadlines are met, documents are in order, and all parties are kept informed at each stage.
- Liaise with internal and external stakeholders — including suppliers, candidates and colleagues across the unit — handling administrative exchanges with accuracy and professionalism.
- Use the unit's IT tools and administrative systems to register, track and report on procurement and administrative activities.
- Support in budget preparation and follow-up of its implementation
Required Experience
- Experience in providing support for administrative procedures related to procurement or contract management, including the preparation and verification of administrative documents and the processing of invoices.
- Familiarity with financial and resource planning IT systems and standard office tools, with the ability to learn new administrative platforms quickly.
- Proven experience in administrative support, secretariat functions or office administration or coordination activities, including organising meetings, taking minutes and following up on action points.
Qualifications
Have a level of post-secondary education attested by a diploma OR a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.
