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Ref: J4841

HR & Administrative Assistant

Luxembourg
Term: Contract
Salary: Negotiable
Tel: +352 26 10 42 51

Description

Halian is looking for a “HR & Administrative Assistant” required in order to work for an EU Institution in Luxembourg.
The HR & Administrative Assistant ensures the smooth operation of the HR and administrative processes. In this role, he/she will be supporting 3 Managers in traditional HR and administrative assistant duties.  The right candidates for this role has ideally at least 3 years of experience supporting a team, has a flexible attitude.  

About the role
•	Recruitment:
•	Ensure updated job descriptions for all positions are available
•	Propose and manage HR policies and procedures 
•	Communicate status on open positions to recruitment committee 
•	Schedule interview and ensure structured feedback to proposing company 
•	Keep collaboration portal up-to-date 
•	Manage recruitment committee meeting
•	On- and off-boarding: 
•	Manage logistics such as office furniture, laptops, desks, parking spaces, etc.
•	Manage user access rights 
•	Newcomers welcome with premises and staff presentation 
•	Maintain the organization and seating chart
•	General: 
•	Produce detailed meeting minutes and follow-up of tasks
•	Process employees’ requests and provide relevant information 
•	Produce monthly time-sheets and follow-up approval by customer
•	Follow-up on time registration
•	Manage approval and submission of expense 
•	Create and maintain templates for structured communications
•	Communication and follow-up on organizational events such as newcomers/leavers, team events, etc.
•	Follow-up and report on execution of training plan
•	Planning and booking trainings
•	Manage training participation

Key Skills & Background
•	2+ years of relevant experience in an administrative capacity supporting a team
•	Excellent working knowledge of Microsoft Suite- including Excel, PowerPoint, Outlook and Visio
•	Experience supporting a large team of individuals
•	Good organizational and data management Skills
•	Strong communication skills, oral and written
•	High degree of professionalism
•	Must be able to meet deadlines while multi-tasking efficiently
•	Superb attention to detail
•	Fluent in English (written and spoken) is essential; 

Details
•	Location: Luxembourg
•	Contract: FTE
•	Start Date: ASAP
•	Legal statement: Only candidates with eligible work permit for Luxembourg will be considered for this position

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