Finance & Administrative Coordinator

Job description

MBZUAI’s **Institute of Foundation Models (IFM)** has locations in Abu Dhabi, Paris, and Sunnyvale dedicated to pushing the boundaries of artificial intelligence. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy. Within this context, the **Finance & Administrative Coordinator** supports the Paris lab by overseeing day‑to‑day financial and administrative activities and ensuring they align with IFM’s strategic goals. By providing reliable financial oversight, clear administrative procedures, and effective coordination between labs, the coordinator enables researchers and staff to focus on scientific objectives while maintaining compliance and budgetary discipline. ### 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.