Senior Operational Assistant - Procurement (M/F/X)

Your missions:

• Support the team in managing ongoing procurement procedures and responding to requests from Procurement Officers and internal stakeholders, ensuring accuracy and respect of deadlines


• Coordinate all stages of procurement processes, monitor timelines, ensure procedural compliance, and maintain accurate and auditable records


• Liaise with internal stakeholders, including Budget teams, and external bidders on administrative and contractual matters


• Prepare draft contracts using standard templates, coordinate document circulation and signatures, and ensure proper archiving in line with internal rules


• Maintain up-to-date procurement and budget records, and create contracts and purchase orders in PeopleSoft


• Monitor updates to procurement policies and ensure all documentation complies with the latest internal and EU Public Procurement Directive requirements


• Participate in testing and implementation of enhancements to procurement-related IT systems


• Carry out controls in accordance with internal rules and procedures to safeguard compliance and transparency


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


• Maintain filing systems, databases, and shared mailboxes, prioritising incoming requests and ensuring appropriate follow-up

Your profile:

• Secondary level education complemented by a 2-year certification in business, law, procurement, or a related field, or equivalent professional experience


• Minimum 5 years of relevant professional experience, including at least 3 years in an operational role; experience in public procurement is an advantage


• Strong ability to work under pressure, manage multiple priorities, and meet tight deadlines


• Proactive and autonomous approach with strong anticipation skills in managing procurement procedures


• Excellent interpersonal skills and ability to build effective working relationships across departments


• Advanced proficiency in MS Office tools, particularly Excel, Word, and PowerPoint


• Knowledge of PeopleSoft, Business Objects, SmartSite, DocuSign, or GED is an asset


• Excellent command of English, written and spoken; knowledge of another EU language is an advantage


• Good understanding of institutional environments and awareness of organisational policies and governance frameworks