Position Title: Administrative and Financial Management Assistant
Institutions: SCAI and the Ocean Institute of the Sorbonne University Alliance
Category: B
Civil Service Grade: TECH
Job Family (BAP): J
Job Type: Administrative Management Technician

Position open to both civil servants and contract staff (3-year fixed-term contract).

Mission:

He/she carries out administrative and financial management tasks in compliance with the techniques, rules, and procedures applicable to financial and/or accounting management, in order to support the Sorbonne Center for Artificial Intelligence (SCAI) and the Ocean Institute of the Sorbonne University Alliance in the successful execution of their missions.

To this end, he/she works in close collaboration with the Support Unit for the Structures of the Sorbonne University Alliance.
He/she also works closely with the General Secretaries of both institutes. Together with SCAI’s Administrative and Financial Manager, he/she jointly handles a variety of administrative and financial management functions.

The Administrative and Financial Manager acts as a liaison between the management teams of both ASU institutes, researchers, students, ASU support services, and external service providers.
He/she divides their time approximately equally between tasks related to SCAI and those related to the Ocean Institute.

Main Activities:

• Manage purchase orders: request quotes, prepare purchase orders, verify and follow up on exchanges with suppliers
• Organize travel and business trips: handle travel arrangements for staff and students (transport and accommodation booking, preparation of mission orders, expense reports, etc.)
• Organize meetings, seminars, and events: assist the team in planning and organizing meetings, seminars, and events; welcome visitors; book meeting rooms, etc.
• Prepare funding/reimbursement agreements and monitor their deadlines in coordination with the General Secretaries
• Regularly monitor budgets by maintaining dashboards: execution rates, expenditure forecasts, etc.

All of these tasks are carried out while ensuring the legal, administrative, and financial compliance of the files, and by applying the relevant procedures.

You may also be required to perform the following tasks:

• Prepare correspondence and documents, and monitor the approval and signature workflow
• Help disseminate information about the project both internally and externally
• Serve as a liaison with other administrative departments
• Archive documents

Profile Sought

Required cross-functional knowledge:

• General knowledge of financial management techniques and public accounting
• Use of filing and archiving techniques
• Knowledge of university organization and operations

Required skills:

• Ability to organize files, sort, and classify information
• Ability to interact with diverse stakeholders (researchers, students, suppliers, etc.)
• Ability to prioritize tasks and organize work while considering constraints and deadlines

Technical skills:

• Proficiency in office software (Word, Excel, PowerPoint)
• Experience with SIFAC+ or SAP software
• Use of communication tools (email, electronic calendar)

Cross-functional skills:

• Inform and report to management
• Research, verify, and organize information
• Collaborate with internal and external stakeholders

Personal qualities:

• Autonomy, methodical approach, and rigor
• Organizational and coordination skills
• Ability to work in a team
• Availability, discretion, and confidentiality
• Strong interpersonal skills
• Versatility and adaptability

Minimum education level required:
Level 4 — Baccalaureate (high school diploma)