Finance & Administrative Coordinator

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.