Procurement Assistant

Job Posting Organization:
EUROCONTROL is an intergovernmental organization established in 1960, dedicated to supporting European aviation. With a mission to enhance the safety and efficiency of air traffic management across Europe, EUROCONTROL operates in 41 countries and employs over 1,800 staff members. The organization plays a crucial role in coordinating air traffic management and ensuring that the European airspace is safe and efficient for all users. EUROCONTROL is committed to fostering collaboration among its member states and stakeholders to improve the overall performance of the aviation sector.

Job Overview:
The Procurement Assistant position is integral to the Procurement Unit within the Directorate Central Route Charges Office and Finance at EUROCONTROL. The role involves supporting various business operations related to procurement processes, ensuring that goods and services are acquired in a timely, effective, and transparent manner. The Procurement Assistant will assist in planning and executing procurement activities, managing supplier data, and ensuring compliance with financial regulations. This position requires a proactive approach to problem-solving and effective communication with both internal partners and external suppliers. The successful candidate will contribute to the development of business processes and guidelines, assist in training sessions, and support continuous improvement initiatives aimed at enhancing operational efficiency.

Duties and Responsibilities:
The Procurement Assistant will be responsible for a variety of tasks including: assisting in the planning and execution of procurement activities; ensuring smooth operations and timely follow-up on actions; establishing and monitoring purchase orders in the financial system; investigating issues related to deliverables and providing guidance on resolutions; assisting in data analysis to support decision-making; contributing to the creation and update of supplier data; serving as a primary point of contact for internal partners and external suppliers; coordinating communication and gathering feedback; assisting in the drafting and review of working documents and reports; organizing training sessions for stakeholders; and supporting process improvement initiatives aimed at increasing operational efficiency.

Required Qualifications:
Candidates must meet one of the following educational and experience requirements: completion of third level studies in a relevant field (e.g., administration, contract management, financial matters) at EQF Level 7 or higher with a minimum of 3 years of relevant experience; or completion of third level studies at EQF Level 6 or higher with a minimum of 4 years of relevant experience; or completion of post-secondary education at EQF Level 5 or higher with a minimum of 6 years of relevant experience. Additionally, candidates should have experience in contract management and familiarity with procurement modules and supplier data management in ERP financial systems. Strong drafting skills in English are essential, as well as the ability to foster two-way communication and adapt services to meet customer needs.

Educational Background:
The educational background required for the Procurement Assistant position includes completion of third level studies in a relevant field such as administration, contract management, or financial matters. The qualifications must meet the European Qualifications Framework (EQF) standards, with levels ranging from 5 to 7 depending on the years of experience that accompany the educational attainment. This ensures that candidates possess the necessary theoretical knowledge and practical skills to perform effectively in the role.

Experience:
Candidates should have a minimum of 3 to 6 years of relevant working experience depending on their educational qualifications. This experience should include a background in contract management and procurement processes, as well as familiarity with financial systems and supplier data management. The ability to work in a multinational and multicultural environment is also essential, as the role involves collaboration with diverse teams and stakeholders.

Languages:
Proficiency in English at level C1 and French at level B2 is mandatory for this position. The levels correspond to the Common European Framework of Reference for Languages (CEFR). Candidates must demonstrate strong communication skills in both languages, as they will be required to interact with internal and external partners effectively.

Additional Notes:
The position is offered on a contract basis for a duration of three years, with the possibility of renewal or conversion to a permanent contract under specific conditions. The selected candidate will be required to undergo a probationary period of nine months. The role operates within a hybrid working model, allowing for a combination of onsite and remote work, although full-time remote work is not permitted. Applications are accepted only from nationals of EUROCONTROL Member States, and candidates may need to provide documentary evidence of their qualifications. The organization is committed to equality and diversity, and in cases of equal merit, preference may be given to applicants from under-represented diversity characteristics.