Administrator in Quality, Processes, and Procurement support

About the FSTM

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.
Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.

Luxembourg's health needs, basic research, and applied research are the core focuses of the Department of Life Sciences and Medicine (DLSM), one of the five departments within the FSTM. As an active partner in Luxembourg's health network, the DLSM trains the country's future biologists, physicians, specialized nurses, midwives, and allied health professionals. In addition, we conduct research in several areas: Signal Transduction, Cancer Cell Biology & Drug Discovery, Systems Biology, Molecular Disease Mechanisms, and Nursing Sciences. Our researchers attract national and EU funding and contribute to top-tier scientific journals

Your role

The job holder will provide specialised administrative and analytical support to the DLSM, ensuring efficient execution of core processes in line with established standards and procedures. The role will also drive process improvement by streamlining workflows, automating routine tasks, and introducing practices that enhance efficiency and service quality.

Tasks:

• Contribute to the preparation of reports, dashboards, and presentations that support informed, data-driven decision-making and transparent departmental operations
• Collect, enter, and process information accurately within University systems, ensuring data integrity, compliance with procedures, and continuity of operations
• Manage administrative files and records related to the DLSM's activities and operational processes with minimal supervision, ensuring alignment with institutional requirements
• Support the implementation and maintenance of the Quality Management System (QMS) by embedding quality practices in administrative, teaching, and research processes, and assisting in reviews, documentation, and process improvements
• Coordinate and manage procurement activities, resolving bottlenecks and ensuring the efficient, compliant acquisition and distribution of goods and services
• Contribute to process innovation and continuous improvement by reviewing workflows, identifying optimisation opportunities, and implementing best practices in collaboration with relevant stakeholders

Your profile

• University Degree (Bac +2/3): remains unchanged
• Minimum of 5 years' relevant experience combining administrative, analytical, quality and/or operational support roles
• Fluency in English (native or equivalent level) and a good command of French: remains unchanged or we could add (intermediary or equivalent level), as you prefer
• Proficient use of MS Office tools (Word, Excel, PowerPoint, Teams)
• Previous experience in QMS (Quality Management System) and in developing, maintaining, and updating Standard Operating Procedures (SOPs) and Work Instructions (WI) is a strong advantage
• Experience in finance and/or working with SAP systems is considered an advantage
• Excellent organisational skills, with strong attention to detail and accuracy
• Demonstrated initiative and ability to manage multiple tasks independently
• A team player with a diplomatic, friendly, and service-oriented attitude
• Reliable, proactive, and flexible in responding to changing priorities

We offer

• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the "University of the Greater Region" (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Fixed Term Contract 24 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrator
• Job Reference: UOL07965

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