Expense account manager (M/F)

Full-time Civil servant on secondment or contract on permanent contract Position to be filled as soon as possible Position based in Saint-Denis (93)

The Agence de la biomédecine is a public administrative establishment under the authority of the French Ministry of Health. The Agency manages, supervises, supports and evaluates activities in the fields of organ, tissue and cell procurement and transplantation, as well as in human reproduction, embryology and genetics, and embryo and human embryonic stem cell research. It fulfills both supervisory and expert missions, and operational missions, which for some of its departments require 24/7 operation (e.g. for graft allocation).

The Agency employs 253 people, most of whom work at its head office in Saint-Denis (93); some 50 people work in regional departments.

The Agence de la biomédecine is headed by a Director General, supported by two Deputy Directors General: a Deputy Director General in charge of medical and scientific policy, and a Deputy Director General in charge of resources.

The Administrative and Financial Department (DAF), which has a staff of 21, is responsible for the smooth running of the Agency and for ensuring the security of procedures relating to all aspects of finance, budgets, purchasing, mission expenses and work environment, such as general services. The position is currently attached to the Mission Expenses Unit, which will be merged with the DAF's Work Environment Unit. In compliance with regulations and procedures, the file manager participates in the daily service provided to the Agency's staff. In particular, he/she is responsible for the administrative and operational management of business travel for the Agency's permanent and occasional employees: ticketing and reimbursement of mission expenses.

The Mission Expense Manager :

• Implements the Mission Expenses mission within the Agency:

  • Applies the decree and orders setting the terms and conditions of travel expenses;

  • Apply the Agency's internal travel policy and participate in its implementation;

  • Disseminate information on new procedures and their updates (update DCLIC space);

  • Act as level 1 contact for suppliers, reporting to the department manager;

  • Participate in reporting on this mission.

• Orders tickets and manages mission orders and expense reports:

  • Check ticket requests via DOMINO;

  • Book tickets via 2 possible channels: the booking platform provided by the travel agency (OnLine) and booking requests to the travel agency by e-mail (OffLine);

  • Create and/or update profiles on the OnLine booking platform;

  • Establish mission orders and decisions for external contributors;

  • Record delivery of tickets, check invoices/credit notes against orders placed;

  • Register invoices/credits on the server to facilitate their processing, in liaison with the Accounting Agency;

  • Process requests for advances on expenses;

  • Control expense claims, with the aim of optimizing payment times;

  • Check and enter expense statements and receipts for external parties;

  • Create and update external personnel and supplier files;

  • Reporting to the department manager, check statements and reports;

  • Track credit notes and reimbursements from transport suppliers.

• SAP-CONCUR (DOMINO) application:

  • Check the conformity of requests entered by users and request corrections where necessary;

  • Participate in DOMINO administration (including creating and/or updating profiles);

  • Assist users, process tickets filed on the GLPI ticketing tool, provide telephone support for emergencies;

  • Participate in recipes for the various tools, under the supervision of the department manager, who manages relations with the service provider;

  • Analyze user requests so as to be able to call on DOMINO support (Level 2 and 3) for optimum resolution;

  • Provide DOMINO demonstrations and training.

• Participates in the DAF's transversal mission of "service" to agents:

  • Know all service procedures to welcome, inform and guide agents;
  • Participate in DAF's "customer service" objectives with Agency agents.

• Important contacts with the information systems, communications and legal departments.

• A high level of responsiveness to deal with any emergencies and travel-related problems (last-minute requests, changes and cancellations);
• Vigilance with regard to requests, and the need to gather information in order to best process these requests;
• Strict application of internal rules and regulations;
• Service continuity.

With a bachelor's degree or equivalent, you have significant professional experience in the travel industry or in an equivalent position.

Computer skills such as Microsoft Windows, Outlook, Word and Excel are essential. Knowledge of SAP Concur is a real plus, as is experience of a travel expense management tool (for entering and managing mission orders, invoices, personnel numbers, profiles, etc.).

This position requires a rigorous, organized mind, good interpersonal skills, good listening and teaching skills. You also need to be efficient, responsive and discreet. A sense of service is an essential quality to accomplish all these missions.