Key Responsibilities
- Finance & Payroll
- Ensure timely payroll processing by collecting, validating, and submitting payroll data to the external payroll provider.
- Monitor budgets, process expense reports and reimbursements, and assist in the preparation of monthly financial reports and forecasts.
- Procurement & Vendor Relations
- Source supplies, equipment, and services for the lab; assist with vendor registration, obtain quotations, and prepare purchase requests in accordance with MBZUAI policies.
- Track orders from placement to delivery and maintain inventory of supplies and equipment.
- IT Coordination
- Coordinate with the central IT team to ensure hardware and software requirements are met and maintained.
- Oversee the procurement, installation and maintenance of IT equipment, and maintain a current inventory of assets.
- Compliance & Reporting
- Ensure that finance, procurement and IT processes comply with MBZUAI policies and French regulations.
- Prepare and maintain documentation required for audits and regulatory filings.
- Administrative Support
- Maintain administrative records and coordinate travel arrangements for researchers and staff.
- Support colleagues and the Office Manager in the planning and execution of events, contributing to efficient day‑to‑day operations.
Qualifications & Experience
- Education: Bachelor’s degree in Finance, Accounting, Business Administration or a related discipline.
- Experience: Minimum of three years’ experience in office management; experience in a tech start-up or AI-focused environment is a plus.
- Skills: Familiarity with French labour regulations; proficiency with Microsoft Office and financial software; strong organisational, communication and problem‑solving skills.
- Language: Fully bilingual in French and English, with excellent written and verbal communication skills.
- Attributes: Demonstrated ability to work independently and collaboratively, manage multiple priorities and maintain accuracy and confidentiality.
Skills Required
- Bachelor's degree in Finance, Accounting, Business Administration or related discipline
- Minimum of three years' experience in office management
- Familiarity with French labour regulations
- Proficiency with Microsoft Office
- Proficiency with financial software
- Fully bilingual in French and English, excellent written and verbal communication
- Strong organisational, communication and problem-solving skills; ability to maintain accuracy and confidentiality
- Experience in a tech start-up or AI-focused environment
What We Do
First a passion, then an idea transformed into success – when it comes to pioneering automation and digitalisation technology, the ifm group is the ideal partner. Since its foundation in 1969, ifm has developed, produced and sold sensors, controllers, software and systems for industrial automation and for SAP-based solutions for supply chain management and shop floor integration worldwide. As one of the pioneers of Industry 4.0, ifm develops and implements consistent solutions to digitalise the entire value chain “from sensor to ERP”. Today, the second-generation family-run ifm group has more than 8,750 employees and is one of the worldwide market leaders. The group combines the internationality and innovative strength of a growing group of companies with the flexibility and close customer contact of a medium-sized company.
