IT Office Administrator (m/f/x)

For our department *IT \- Information Technology*within General Services, we are looking for a (an):

*IT Office Administrator (m/f/x)*

*Main duties:*

IT Office Administration and Operational support

• Perform core administrative activities of the IT Office to ensure efficient daily operations


• Manage meeting logistics and related administrative follow up for IT Management as required


• Organize and coordinate events for the IT department


• Act as a central point of contact for office\-related matters

• Execute administrative purchasing activities in line with Luxair governance


• Perform follow\-up of contracts and suppliers for the IT department


• Support inquiries and follow\-up related to procurement and invoices administration


• Monitor and control costs for mobile phone subscriptions, including optimization actions

• Support the preparation of the IT Budget by collecting and consolidating relevant information


• Track IT Budget and expenses ensuring relevant information is collected in a timely and structured matter


• Prepare and provide periodic reports required for financial follow\-up, including quarterly reporting on Purchase\-to\-Pay process steps

• Drive drafting, update and distribution of IT governance artefacts


• Keep governanc\-related records, evidence and supporting documentation up to date


• Contribute to the continuous improvement of the IT governance practices

• Drive the execution of IT Risk assessments and Business Impact Assessments


• Maintain tracking of risk mitigation and control actions, ensuring regular follow\-up and visibility of progress status


• Consolidate information, evidence and documentation required for internal assessments audits, compliance reviews and external regulatory declarations


• Ensure mandatory reading and related compliance follow\-up activities required

• Plan, attend and minute governance and risk\-related meetings and forums, including the IT Risk Management Forum


• Drive the monthly update process for the IT Risk Management Forum, including collection of updates, preparation of material, recording of actions, and follow up through completion


• Plan, attend and minute Design Authority sessions, and maintain the related meeting log, action log, and documentation trail

• Execute and maintain administrative and governance processes in a structured and efficient manner


• Document procedures related to administrative activities to ensure coverage across role holders


• Identify opportunities to improve IT office administrative, governance, compliance, and reporting processes, and contribute to the implementation of enhancements

• Be holder of a “Bac” or equivalent and / or proven experience in a similar role


• Excellent communication skills in English


• Strong organisational and execution skills


• Ability to manage multiple tasks, deadlines, and competing priorities in a structured manner


• Strong attention to detail and accuracy


• Ability to draft, maintain, and follow up documentation, records, and action tracking


• Ability to handle confidential information with discretion


• Reliable, structured, and service\-oriented


• Comfortable handling both administrative and governance/compliance\-related responsibilities


• Able to move effectively between operational execution, documentation discipline, and management follow\-up


• Strong sense of accountability and ownership for assigned processes


• Team player with a hands\-on and pragmatic mindset


• Able to contribute to continuity of work through structured working methods and effective cross\-coverage within the team

• Familiarity with budget follow\-up, purchasing administration, contract administration, and supplier\-related processes


• Familiarity with governance documentation, compliance evidence, risk registers, action tracking, or audit preparation


• Experience with tools used by IT, Purchasing, and HR functions

• Knowledge of French and German desirable; Luxembourgish or any additional language is considered an asset


• Previous experience in an IT department or in a governance, compliance, purchasing, or administrative support environment

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