Junior Contract Administrator

Job Introduction

Serco is a specialist at delivering vital services on behalf of European, National and Local Governments.

Serco Europe employ’s a large workforce in Belgium, Luxembourg, France, Switzerland, Germany, Holland, Spain, Italy and the UK.

Our European operations have ca. 2,000 employees delivering critical services to public institutions throughout Europe.

What connects the ever-growing Serco workforce is a passion for delivering great service – To keep ahead we have too constantly evolve and enhance the way we deliver our services and everyone in Serco has a role to play here.

Serco provide the right environment to encourage ideas and a comprehensive Best Practice support network that enables them to put their ideas into action.

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• Client First: We will always earn the right to be our clients’ first choice
• Collaboration: We win as Serco One
• Accountability: We take ownership for personal and collective high performance
• Diversity & Inclusion: We embrace diversity for innovation and growth
• Integrity: We hold ourselves to the highest standards to build trusted relationships

Serco Europe is a leading provider of professional, technology and management services

Our customer-first approach, robust portfolio of services, and global experience enable us to respond with innovative solutions that achieve outcomes that matter. Serco Europe is part of an international service company with employees around the world.

We help our clients operate, maintain, and optimize critical IT networks, as well as provide computer network defense and information security. Serco manages and optimizes operations and technologies, protects group rights issues, and leverages advanced Web-based architectures to migrate legacy applications and data to the Internet. For more information, please visit https://www.serco.eu.

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Expand your limits and create a new future together at Serco Europe. Find out how we use our passion and drive to enhance the well-being of our clients and communities at www.serco.com/careers.

Serco Europe is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age or any other legally-protected factors. Disability-related accommodations during the application process are available upon request.

Role Responsibility

The Key Person's activity will cover mainly the following:

Proceed to the verification of the timesheets

• Verify that the numbers of worked days as shown on timesheets correspond to the information in the Information Systems (OTEAM/SD Worx).
• Update information in the systems where necessary. 
• Verify the balance of remaining days on the timesheets.
• Verify that the Specific Contract number of service providers’ timesheets VS OTEAM and Monthly performance lists are correct.
• Verify that both parties (Serco and the client) have dated and signed all the timesheets.
• Compile & file of the information in preparation of the quarterly invoicing.
• Verify the timesheets validity against Specific Contract validity date.
• Proceed to the follow up of the timesheets needing correction.
• Proceed to the follow up with the service providers (employees/freelancers) who did not submit timesheets in a timely manner.

Proceed to verification of the invoices

• Verify and validate the invoices of the suppliers/partners/freelancers and compare them with the timesheets received before transferring the information to the Finance Department.
• Follow up with suppliers/partners/freelancers regarding erroneous invoices.
• Compile information in preparation of the invoicing (final verification of timesheets compliance and of order of invoicing, whether quarterly invoicing or invoicing upon completion, invoicing addresses etc.).       

Other tasks

• Follow up of the incoming contracts (compare the conformity of the information with the data inputted in the information system, oversee the signatures and make sure that the necessary documentation is signed and returned to/from the customer).
• Prepare individual timesheets & transfer them to the on-site service providers (Serco employees).
• Provide assistance with the encoding of offers, of specific contracts and with the planning in our contract administration tool (OTEAM).

Successful Candidate

Must-have

• Typically requires 2 to 5 years of related experience and administrative support skills.
• Proven team player with strong verbal and written communication skills and takes ownership of tasks, projects and follows through on obligations and deliverables
• Dedicated to meeting the needs of internal and external clients and establishes and maintains key relationships, and gains our client’s trust and respect.
• Detail oriented and process driven, with strong administrative skill and the ability to multi-task, prioritize and handle high pressure situations
• Very good command of English and French (both spoken & written)

Nice-to-have

• EU affair and industry knowledge of IT employment.

Important

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Applicants are reminded that they will be requested to produce such documentation during the recruitment process.

Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. 

For positions located within the Darmstadt Support Office please note that only applicants with no family affiliation within the Company will be considered.

Data Protection:

When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request.

You may submit a written request revoking your consent to this agreement at any time.

Package Description

The Contract Administrator provides administrative support to the Contract Manager to ensure efficient operation of thee services delivered by Serco to its clients (mainly EU Institutions). You will be responsible for confidential and time sensitive material. You’ll have to become familiar with a variety of the field's concepts, practices and procedures. You are expected to effectively communicate via phone and email ensuring that all contract administration duties are completed accurately and delivered with high quality and in a timely manner. You will rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. You will report to the Back Office Manager.

About the Company

Serco’s heritage over the last 40 years has placed us in the Top 50 Services for Governments Companies.

What connects the ever growing Serco workforce is a passion for delivering great service – To keep ahead we have to constantly evolve and enhance the way we deliver our services and everyone in Serco has a role to play here.

Serco provide the right environment to encourage ideas and a comprehensive Best Practice support network that enables them to put their ideas into action.

If you share our values then join with over 50,000 colleagues globally who are equally as passionate about delivering great service as you.

Serco European Agencies