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Finance and Procurement Administrative Specialist
Il y a 3 mois
Your Role
Procurement and Purchasing Responsibilities
- Managing order processing by preparing and issuing purchase orders for goods and services within authorized limits and communicating with suppliers.
- Receiving and verifying that delivered goods match the orders placed.
- Engaging with suppliers to maintain updated vendor accounts and negotiate pricing.
- Overseeing invoice management and ensuring accurate booking of invoices.
- Coordinating with the finance department to keep orders and accounts current.
- Conducting quarterly analyses and reporting on procurement statistics.
- Providing support for ERP systems and training colleagues, with current use of SAP and a planned transition to Workday.
- Assisting managers in sourcing and justifying significant purchases, ensuring compliance with legal and financial standards.
- Participating in working groups and contributing to organization-wide initiatives aimed at process improvement, ensuring representation of site perspectives.
Administrative and Office Management Duties
- Handling mail dispatch and distribution.
- Maintaining office equipment and supplies.
- Ordering materials for meetings and conferences.
- Overseeing shared spaces, including meeting and break areas.
- Managing inventory and conducting annual inventory assessments.
- Organizing file management systems.
- Coordinating the use of the official laboratory vehicle.
- Providing administrative support to other team members as needed, including reception duties, archiving, site access, petty cash management, and assistance for new employees.
Financial Management Responsibilities
- Collaborating with the Head of Administration to prepare the annual unit budget.
- Monitoring and reporting on the annual investment and facility budgets.
- Working with team leaders to support and manage individual group budgets.
- Coordinating with the site grant officer for the financial oversight of external funding.
- Executing any additional tasks assigned by the Head of Administration or Head of Unit.
Qualifications
- Proven experience in procurement, purchasing, or financial administration.
- Experience with SAP or Workday systems.
- Fluency in French and a good command of English, with strong communication skills.
- Proficient in calendar management and IT skills, including MS Office and project management tools like Trello.
- Exceptional organizational and administrative abilities, with a capacity to prioritize in a dynamic work environment.
- Customer service-oriented and a team player.
- Demonstrated effectiveness in collaborative team settings.
Preferred Qualifications
Experience in an international work environment is advantageous.
