Job Title: Workflow Assistant (Procurement & Contracts)
Location: South Dublin
Contract Type: 4 month contract
Are you detail-oriented, organized, and looking to contribute to impactful procurement work within a collaborative team? We are currently seeking a Workflow Assistant to join a Procurement & Contracts team. This is an exciting opportunity to support critical administrative processes that ensure the smooth operation of procurement procedures.
About the Role
As a Workflow Assistant, you will work closely with a small, dynamic procurement team (4 people) to provide vital administrative and workflow support throughout the procurement lifecycle-from proposal stage to contract award. Your role will involve supporting tender and contract processes, maintaining documentation, liaising with suppliers, and ensuring high service standards across our operations.
Key Responsibilities
* Provide administrative support across procurement and contracting processes.
* Assist in preparing and publishing tender dossiers using EU public procurement systems.
* Submit contract notices and invitations, and update responses from tenderers.
* Organize and participate in tender openings and evaluation meetings.
* Support contract dossier preparation and verification processes.
* Manage correspondence with (un)successful tenderers.
* Maintain the Intranet site with updated documents and checklists.
* Oversee Tenders and e-procurement mailboxes.
* Assist with meetings, correspondence, and reporting (e.g., audits, reports, and online contract publications).
What We’re Looking For
Background & Experience
* Advanced secondary education with a relevant professional/technical qualification.
* Minimum 2 years’ experience in public/private administration or project management.
* Familiarity with public procurement processes is highly valued.
Skills & Competencies
* Strong organizational skills and ability to meet tight deadlines under pressure.
* High proficiency in ICT tools including MS Excel, Word, SharePoint, and Filemaker.
* Clear and effective communication skills to support high service delivery.
* Flexibility and teamwork within a professional, standards-driven environment.
* Strong attention to detail and a proactive, service-oriented mindset.
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