Site Administrative Assistant Job Details | IBA

Mission

You play a key role in our mission to treat patients and fight cancer!
The ProteusPlus installation project in Buenos Aires will be the 1st Proton Therapy Center in South America and will be performed in partnership with INVAP, on Behalf of Comision Nacional de Energia Atomica (CNEA) and the National Oncology Institute Angel H. Roffo.
The Proton Therapy Center will be part of the Instituto de Oncología "Ángel H. Roffo" complex located in the Villa Del Parque area.
It will be equipped with the latest ProteusPlus system with two treatments rooms and one research area.
Its installation will start in October 2023 and should be delivered within 18 months after which the site transitions to customer service mode. 
We offer an open-ended contract and expect the selected candidate to start his training in Belgium and Worlwide during June 2023.

As Site Administrative Assistant, you are responsible for the overall office management and act as the contact person between Headquarters and site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.

Challenges we trust you with

• General administrative tasks including:
  • Coordinating meetings
  • Taking incoming calls and providing information to callers
  • Incoming and outgoing correspondence
  • Composing memos and generating reports
  • Organizing business related travel itineraries to and from the site, plan hotel stays, taxis management
  • Providing HR support (tracking vacation & illness, coordination with payroll) 
• Logistics support:
  • Tracking the receipt and shipping of all spare parts for the site
  • Coordinating delivery and shipping of equipment and parts with other sites
  • Following up on the ordering, shipping and warehousing/stock management of all parts and materials to support operations 
• Accounting support:
  • Managing site purchasing accounts (vendors, subcontractors, etc.)
  • Monitoring and recording petty cash and site financial account usage
  • Preparing and monitoring invoices and expense reports

What we value

• A Bachelor degree
• Minimum 5 years’ experience as Administrative Assistant or Office Manager ideally in an international environment
• An experience in HR or accountancy administration is an asset
• Strong knowledge of MS Office whereas knowledge of SAP is an asset
• Strong written and verbal communication skills in Spanish and English

And you also are:

• Capable of working autonomously
• Able to manage your time efficiently
• Able to follow rules and regulations and to deliver on strict deadlines
• A team player with strong interpersonal skills
• Willing to travel extensively during the training period (+/- 4 months)

Cherry on the cake

• You have an experience in HR or accountancy administration;  
• You have strong knowledge of MS Office whereas knowledge of SAP 
• You have ideally an experience in an international environment

Life at IBA

Diversity is fundamental to our culture. We value the uniqueness of individuals and the different perspectives and talents they bring to IBA. We learn from and respect the cultures in which we work, promote diversity within our workforce, and have an inclusive environment that helps each and every one of us to fully contribute to IBA’s success.

The identity of IBA is characterized by a group of colleagues driven by motivation, curiosity, creativity, the desire to learn on a daily basis, by technical challenges and above all by a highly developed team and family spirit that makes the daily life smoother and more enjoyable!

By joining a team of about 40 nationalities and working on more than 45 different sites on 3 continents, IBA offers you the opportunity of a meaningful career with a direct impact in the fight against cancer.

We are driven by: 

• Innovating in a cutting-edge technology environment
• Developing professional and personal skills by learning on the Job; by participating in challenging projects; top class courses 
• Evolving in a friendly culture environment based upon solid values (dare - share - care - be fair) 
• Acting autonomously and belonging to motivated teams with good work-life balance 
• Contributing to a company where sustainability, safety and well-being are key to our success

If you are passionate, cause-driven, you can make this quest yours by joining our dedicated colleagues and give your career a new meaning.