Une gestionnaire administrative ou un gestionnaire administratif

Job Title

Job Description

Within the Research department and under the direct authority of the department head, the administrative manager works closely with the support services and departments of the Hcéres, as well as with the Hcéres travel provider.

They assist the administrative coordinator manager in their area of expertise, contributing to the identification and definition of the department's functional needs.

The administrative manager processes the allowances for experts and scientific advisors, missions, and expense statements of experts. In this role, comfortable with both IT tools and written and oral exchanges, they actively collaborate with the digital director.

The administrative manager contributes to the filling of the dashboards necessary for monitoring the activities of the administrative team in the department according to the coordinator's requests. They ensure the smooth preparation and execution of evaluation campaigns in collaboration with the coordinator, reporting to the department head or their deputy.

Additionally, as an administrative manager, depending on the time of year, they will be responsible for several tasks related to the requests and needs of the experts participating in the committees they oversee, from managing their travel arrangements to their compensation. They must, in particular:

• Check the travel request information before any reservation (trip or accommodation);
• Book the trips through the dedicated external application and the travel provider, holder of the ministerial contract (Amplitudes);
• Ensure the validity of reimbursement requests and their consistency with the rules and modalities related to Hcéres missions;
• Verify the presence and validity of all documents allowing for the reimbursement of expenses;
• Process allowances for experts and scientific advisors;
• Ensure the completeness of expert files and related documents necessary for their compensation.

The administrative manager may have regular exchanges with internal and external stakeholders at all levels (directors, department heads, evaluation department staff, scientific advisors, general secretariat staff).

These duties may evolve to adapt to procedural changes. Depending on their availability, they may be asked to contribute to cross-departmental missions within the Research department or occasionally to other departments of the Hcéres.

• Ability to manage multiple tasks and respect deadlines;
• A taste for teamwork and proven relational skills;
• Ability to prioritize urgent matters and alert their superiors;
• Diplomatic, dynamic, and autonomous;
• Reactive, rigorous, and available;
• Sense of confidentiality and service;
• Good interpersonal skills, comfortable communicating with various stakeholders;
• Knowledge of public management rules;
• Proficiency in technological tools used for managing missions, travel expenses, and allowances.

Fluency in English is a plus.

Ability to manage multiple tasks and respect deadlines; a taste for teamwork and proven relational skills; ability to prioritize urgent matters and alert their superiors; diplomatic, dynamic, and autonomous; reactive, rigorous, and available; sense of confidentiality and service; good interpersonal skills, comfortable communicating with various stakeholders; knowledge of public management rules; proficiency in technological tools used for managing missions, travel expenses, and allowances.

Fluency in English is a plus.