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File administrator-Purchase department

You process purchase files (purchase of services, supplies and/or investments), taking into account the internal purchasing processes, procedures and regulations:

  • analysing the constituent parts of purchase files (from the order request to the order itself) and based on that, determining which possible additional actions have to be undertaken;
  • verifying the accuracy and adequateness of the data and wherever necessary, investigating them more thoroughly;
  • drawing up administrative and/or technical contract documents;
  • drawing up administrative documents, e.g. purchase orders, motivated decisions;
  • processing and entering data in the ERP system and managing the data bases;
  • calling for, processing and evaluating requests to participate as well as offers;
  • following up on invoices, bank guarantees, securities lodged, etc.;
  • following up on the execution of awarded contracts in consultation with the internal customers.

You build and maintain good relationships with internal customers and suppliers:

  • supporting internal customers;
  • answering questions and periodically communicating information on purchase files and contracts;
  • participating in negotiations and contract conclusions.

You support the persons in charge of the Purchasing, Insurances & Logistics department:

  • preparing decisions falling under the department’s responsibilities, e.g. budgets, needs assessments;
  • following up and reporting on the evolution of needs, purchase files, budgets, results achieved and/or objectives;
  • offering support in managing the contract database;
  • supporting team members of purchase departments in drawing up contract documents.

Candidate profile

    • you hold a master’s degree, preferably in an administrative/financial orientation, or you have achieved a similar level through experience;
    • experience with purchasing and negotiation techniques and knowledge of public procurement legislation are a plus;
    • you are fluent in Dutch, French and English;
    • you have a flair for MS Office; experience with an ERP is an asset;
    • you are not daunted by administrative tasks;
    • you have a sufficiently analytical mind to be able to estimate and understand the sensitivities of files;
    • you are dynamic, decisive and you work methodically and accurately, both autonomously and in team;
    • you are customer-focused, result-driven and discreet;
    • you are able to write clear and faultless texts.

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Security Screening

In light of the vacancy to which you respond we would like to draw your special attention to the fact that prior to being employed by skeyes candidates have to undergo a security screening which will be carried out by the National Security Authority. More info

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