ADMINISTRATIVE ASSISTANT IN THE RECEPTION AND TRAVEL OFFICE UNIT

Website esrfsynchrotron The European Synchrotron (ESRF)

CONTEXT & JOB DESCRIPTION

Within the Administration Division of the ESRF, the RTO Unit is in charge of the operation of the welcoming desk and telephone switchboard, the preparation of users’ arrivals (site entrance requests, canteen cards, accommodation bookings,…), the validation of travel requests and reimbursement claims for travel expenses, as well as of the day-to-day supervision of outsourced services, such as the common restaurant, the guesthouse, the reception and mail services.

Within the Administration Division and under the supervision of the Head of Reception and Travel Office Unit, the tasks will be the following:

– Preparation of professional trips for external users, event participants and visitors of the ESRF (2500 – 3000 per year):

  • Validation of travel requests, including bookings of flight or train tickets
  • Booking of accommodation at onsite guesthouse (including those for visitors from other onsite institutes)

– Preparation of professional trips for ESRF staff (600 – 1000 per year):

  • Validation of travel requests, including bookings of flight or train tickets
  • Payment of registration fees, validation of advances on travel costs
  • Preparation of official declaration for abroad professional secondments

– Accounting matters:

  • Check and validation of expense reports
  • Check and validation of invoices from onsite Guesthouse, common restaurant and travel agency
  • Input in accounting software, of travel expenses directly paid by the ESRF, or by Visa Cards
  • Follow-up of debtor travel accounts and reminders

– Other administrative duties:

  • Site entrance requests and work permits for external suppliers
  • Update of intranet webpages of the Unit
  • Canteen card requests for groups and ESRF services

EXPECTED PROFILE

  • You should hold an University Technical/Academic degree (or equivalent diploma worth at least 120 ECTS)
  • Min. 1 year of experience as administrative assistant carried out in an international working environment
  • Experience in one or several of the above tasks will be appreciated
  • Languages: Both oral and spoken demonstrated proficiency level in English (working language at the ESRF), good level of French is required
  • Use of Pack Office (Word, Excel, PowerPoint…). Experience of online booking tools (SAP Concur) and in Oracle e-Business Suite, will be appreciated
  • Good communication skills, quality of service to users, organisational skills, work within a team.

WORKING CONDITIONS

Permanent position.

We offer a comprehensive benefits package designed to support your quality of life and your installation in the Grenoble area when relocation is needed.

The monthly salary may be complemented by additional allowances upon eligibility (expatriation allowance, etc.).

To apply for this job please visit esrf.gestmax.eu.