Procurement & Invoicing Assistant H/F

Role Definition

The Service Provider shall perform the following activities as state below:

Activity 1: Administrative support Purchasing 

• Supporting activity and contract managers in formalising purchase requisitions and obtaining the necessary approvals
• Archiving purchase requisitions and associated contracts
• Updating purchase requisition databases (amount of commitments) and supplier databases (company name, bank details and payment deadlines)
• Creation of Purchase Requests
• Launching and monitoring signature workflows
• Updating database and archiving library

Activity 2: Administrative support Billing

• Supporting activity and contract managers in paying their invoices and obtaining the necessary approvals while awaiting the implementation of the new Purchasing tool.
• Creation of Invoice Receptions
• Launching and monitoring signature workflows
• Database updates

Activity 3: Support for deployment of new Purchasing tool

• Entering historical purchase requisition data into the new Purchasing IT tool

Participation to Meetings & Workshops

In order to ensure a continuous communication between the Client and the Service Provider, a series of meetings will be organised by Client throughout the duration of the Contract. 

Attendance and participation to these meetings will be key to ensure communication and alignment between the parties.

Coordination Meetings

Among the recurrent meetings organised by Client, the Service Provider may be requested to attend to monthly coordination meetings. These meetings will aim at:

• Measuring performance of the Contract execution,
• Reviewing upcoming needs for additional activities and termination of on-going activities as the case may be,
• Holding discussions on challenges, difficulties, lessons learnt.

From time to time, the coordination meetings could be face-to-face meetings held in the Client’s offices in Paris-La Défense. However, if jointly agreed, those meetings will normally be held through conference call or teleconference call.

Note:

• The agenda of coordination meetings is at this stage preliminary and will be fine-tuned all along contract execution,
• The frequency of these meetings may vary (increased, decreased or even suspended) during periods when exchanges do not seem to be necessary.

Adhoc Meetings & Workshops

In addition, various ad-hoc meetings or workshops will also take place. If Client judges it relevant, the Service Provider will be requested to attend to these ad-hoc meetings.

Conditions

Seniority : Between 1 and 3 year’s experience