Manpower is recruiting for one of its clients in Luxembourg, a European Institution:
Chief Executive/Deputy Chief Executive - Administrative Assistant
Job Description:
* Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses;
* Prepare travel authorisation (TA) requests as well as the expense reports (ER) before approval and provide recommendations and guidance to RO staff on administrative procurement and budget processes and procedure
* Execute administrative tasks of RO budget, including monitoring of expenditures and reporting, payment of invoices and their correct imputation, etc.Organising business trips and preparing the relevant expense reports
* Provide assistance in the preparation of budget and procurement documentation such as contracts, OCCO clearances, AFE, etc.Preparing presentations, due diligence dossiers and letters to external counterparts
* Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed
* Perform standardized and pre-formatted data extraction, data analysis, data consistency checks and report formatting
* Organise team meetings, take & dispatch meeting minutes
* Drafting routine correspondence and edit materials
* Undertake related electronic (using the internal data storage system) and paper filing
* Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperate with the other teams’ assistants and other interfaces
* Follow up on internal documentation throughout the approval process.
Candidate Profile:
* Certified secondary level education
* Any additional certifications indicating specialisation would be an advantage
* At least 3 years of relevant administrative experience in a financial, compliance and legal or audit environment and understanding of financial, compliance and legal documentation
* Excellent organisational skills;
* ?Excellent prioritisation skills
* Excellent team spirit and interpersonal skills;
* Excellent verbal and written communication
* Strong sense of responsibility and initiative;
* Sound judgement, specifically in handling sensitive, confidential, and strictly confidential information;
* Ability to work reliably and accurately under pressure
* Strong personal commitment.