Administrative Assistant

The Administrative Assistant, as the lead administrator for the Procurement Service Line at the regional level, coordinates and provides a range of administrative support services to the Regional Service Line Leader for Procurement.

The incumbent independently carries out administrative activities and provides high-quality, timely, efficient and effective services.

The Administrative Assistant enters and reports data and carries out documents and records management.

KEY AND PERIODIC ACTIVITIES

The duties and responsibilities listed below are representative but not all-inclusive :

Primary

• Coordinate and provide administrative support to the Regional Service Line Leader for Procurement and their team
• Proofread, review and validate documents prior to manager signature
• Carry out quality control of data entry (e.g., contract information in the computer system’s Contracts module, reporting, expense accounts)
• Coordinate communications from business units to Regional Office Team (e.g., Identify priority and urgent requests, prioritize, disseminate requests and ensure follow-up)
• Plan and coordinate travel and events
• Ensure control and monitoring of digital document retention as part of the overall document management duties for the business unit
• Assist Regional Service Line Leader and Team with procurement-related administrative tasks (e.g., posting invitations to tender on electronic bulletin boards, verifying integrity of information on data related to Source Lists, etc.)
• Generate tracking tools and gather data for manager to meet reporting requirements
• Support Regional Service Line Leader in monitoring training required for all Service Line employees
• Generate, analyze and ensure quality and accuracy of data presented to managers (e.g., timesheets, financial reports, performance indicators, human resources-related reports)
• Enter data related to service line transactions and activities in the company’s resource planning system (e.g., time entry, procurement, contract administration)

Other

• Take and prepare minutes of monthly meetings
• Provide administrative solutions to improve site services
• Other duties as assigned.

SKILLS

General and Specific Knowledge

• Administrative best practices
• Knowledge of procurement principles
• Intermediate MS Office expertise (e.g., Outlook, OneDrive, MS Teams, PowerBi, Excel, Word)
• Records management

Formal Education and / or Certification(s) and Experience

• Minimum : college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
• Preferred : Minimum requirements plus procurement-related courses and / or basic procurement experience

Abilities

• Use applicable computer software and operating systems
• Manage multiple deadlines and priorities
• Demonstrate attention to detail

DEVELOPMENT AND LEADERSHIP

• Provide functional advice and guidance to employees
• Coordinate work of other administrative staff in business unit
Il y a 15 jours