EL240613P4A1 – Project Admin

Description de la mission

Objective:

To provide proactive support to Project Leaders (PL) and Program Managers (PM) in the following areas:

– Coordination and monitoring throughout the life of an infrastructure project (from start to finish);
– Project monitoring in terms of budget, finance and accounting (including management of contractual documents);
– carry out their projects as efficiently as possible.

Activities

– You will encode the various project milestones in the tool (SAP PS) throughout the life of the project, in accordance with the instructions given by the PLs, and carry out the various checks and follow-ups relating to these milestones via SAP PS or Excel Babe, in order to ensure that the project is executed correctly in the various tools.
– You will coordinate the encoding and updating and/or checking of project budgets in the tools (SAP PS, Excel Babe) to ensure that the business can monitor the financial progress of its projects.
– You will provide proactive support to the PLs and PMs so that they can manage the budgetary, financial and administrative aspects of projects more effectively, as well as project planning.
– You will initiate the creation of project files, in accordance with the instructions given by the PL/PMs, and coordinate their completion and validation with the PL/PMs and the IPC secretariat to ensure that they are submitted to the decision-making bodies.
– You will be responsible for the creation and administrative follow-up of purchase requisitions (PR), shopping carts, shop reservations, orders and deliveries linked to orders in order to launch the purchasing process and ensure that suppliers place orders correctly and within the agreed deadlines.
– You draw up the ‘transfer of ownership’ when the delivery deadline requested is exceeded. At the request of the PLs, you coordinate the follow-up of accounts, work orders (WOs) or order supplements and translate them into DAs in order to create amendments to orders or calls on framework contracts.
– You will ensure that the administrative documents are available (provisional, industrial or final acceptance reports, safety clauses and certificates) so that you can close the file and release the bank guarantees or payments withheld.
– You will be responsible for producing and/or updating the project monitoring work procedures used by the OPAs, thereby guaranteeing transparency in these processes and ensuring that the OPAs carry out detailed and uniform file management.

REQUIREMENTS of the department:

– Bachelor’s degree or equivalent through experience
– Organised and structured work, critical mind
– Good team spirit
– Autonomy, accuracy and customer focus
– Effective communication
– Bilingual NL/FR + good basic knowledge of English.
– In-depth knowledge of Excel (XLS reports) and SAP is an asset.

conditions of service:
* starting date: ASAP
* end date: 31/05/2025 + extension