Workflow Assistant – Procurement & Contracts

Job description

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.