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Administrative Assistant (M/F)

TYPE DE CONTRAT : CDD - temps plein

About the Laboratoire national de santé (LNS) and the Department of Microbiology:

The “Laboratoire national de santé” (LNS) is a public institution under the supervision of the Ministry of Health in Luxembourg. LNS is organized as a multidisciplinary institute and supported by a professional services team, the LNS includes four scientific departments in the fields of medical biology, microbiology, forensic medicine, and health protection, in addition to hosting the National Center of Pathology and the National Center of Genetics. The LNS is based at Dudelange, with state of the art, modern infrastructure in line with recent developments in medical sciences. Its objective is to develop scientific and analytical expertise related to the prevention, diagnosis, and monitoring of human diseases. Its ultimate mission is to serve patients and citizens and offer excellence in health care.

The department of microbiology offers reference laboratory activities in partnership with various other public and private laboratories in the country. The department is nominated as National Reference Laboratory for Acute Respiratory Infections. At the same time, it works closely together with the Ministry of Health and the European Centre for Disease Prevention and Control (ECDC)

Profile

We are looking for a competent administrative assistant to support the national reference laboratory activities, mainly the sequencing activities and the epidemiological intelligence unit.

You will be responsible of organizing and maintaining the daily activities in the Epidemiology and microbial genomic service including reporting of medical results and performing a variety of administrative tasks.

We are looking for a motivated professional with great time-management and multitasking abilities. We are expecting diligence and competence in the daily work to allow smooth running of the operation. The goal is to contribute to the efficiency of the overall management of the department by ensuring all assigned administrative duties are carried on timely and efficiently.

The perfect candidate will be a problem-solver and team player who will reflect the core values of LNS and contribute to the daily activities of the current administrative team in the department including participation in daily tasks if required.

 Responsibilities

  • Maintain the service meeting calendar and assist in planning appointments, external meetings.
  • Attend meetings with the team and external stakeholder, write and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Handle confidential documents ensuring they remain secure
  • Contribute to daily processing of lab-related activities if required ( e.g. booking samples in lab electronic system)
  • Prepare invoices or financial statements and provide assistance in bookkeeping for the service activities as research projects or other assignments
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct statistics and prepare reports as assigned

Required Qualifications

  • Holding at least a high school diploma (equivalent, Abitur, BAC, CESS, etc.) A degree in business administration or relative field is considered an asset
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office particularly Excel, Word and Outlook
  • Fluency in French and English is essential and Luxembourgish is an asset
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of laboratory field is an asset
  • Excellent organizational and time-management skills
  • Multi-task and flexibility skills
  • Outstanding communication abilities
  • Integrity and confidentiality

The above list is not exhaustive and further tasks could be added according to the needs of the department.

Prospective candidates are invited to contact Dr Tamir Abdelrahman, Interim Head of Epidemiology and microbial genomics service; +352 28 100 500 or via email tamir.abdelrahman@lns.etat.lu

 

At the final stages of the recruitment process, the successful candidate will be asked to provide supporting documentation such as, copies of diplomas and certificates of employment.

An official criminal record (bulletin no.3) will also be required for consultation purpose.