File administrator - Purchase department

You process purchase files (purchase of services, supplies and/or investments), taking into account the internal purchasing processes, procedures and regulations:

• analysing the constituent parts of purchase files (from the order request to the order itself) and based on that, determining which possible additional actions have to be undertaken;
• verifying the accuracy and adequateness of the data and wherever necessary, investigating them more thoroughly;
• drawing up administrative and/or technical contract documents;
• drawing up administrative documents, e.g. purchase orders, motivated decisions;
• processing and entering data in the ERP system and managing the data bases;
• calling for, processing and evaluating requests to participate as well as offers;
• following up on invoices, bank guarantees, securities lodged, etc.;
• following up on the execution of awarded contracts in consultation with the internal customers.

You build and maintain good relationships with internal customers and suppliers:

• supporting internal customers;
• answering questions and periodically communicating information on purchase files and contracts;
• participating in negotiations and contract conclusions.

You support the persons in charge of the Purchasing, Insurances & Logistics department:

• preparing decisions falling under the department’s responsibilities, e.g. budgets, needs assessments;
• following up and reporting on the evolution of needs, purchase files, budgets, results achieved and/or objectives;
• offering support in managing the contract database;
• supporting team members of purchase departments in drawing up contract documents.