The EIB, the European Union’s bank, is seeking to recruit for its Secretariat General (SG), Governing Bodies Department (GB), Shareholding Relationships Division (SR), Board of Directors Secretariat Unit (SR/BoD) at its headquarters in Luxembourg, an (Associate) Corporate Secretariat Officer*.

This is a full-time position at grade 4/5 for which the EIB offers a permanent contract.

*internal benchmark: (Associate) Officer Corporate Secretariat

Panel interviews are anticipated from January 2024.

Purpose

The Shareholding Relationships division manages the Board and shareholders meetings and lead the preparation of all necessary agendas and documents required for these meetings, as well as their follow up activities.

As a Corporate Secretariat Officer you will play a role in corporate secretariat activities for the Board of Directors (BoD) and Board committees; thereby contributing to ensure that board members fulfil their fiduciary duties and that good corporate governance practices are maintained at the Board and/or Board Committee level.

Operating Network

You will report to Head of the Board of Directors Secretariat Unit and cooperate closely with other teams across the Division, as well as across other business lines within the Bank. To be successful in this role you must act independently on routine issues, seeking guidance on sensitive and complex issues from more senior staff/supervisors.

Accountabilities

• You will be responsible to execute key Corporate Secretariat processes related to the preparation, minuting and follow-up of the meetings and procedures of the governing bodies in order to ensure an efficient and reliable secretariat support, respect of deadlines and compliance with rules, regulations and procedures. This includes:
  • Organise BoD meetings and Board committees according to the Rules of Procedure ensuring that all information and documents (e.g. meetings organisation such as participants lists and proxies, agenda, written procedures,) are shared in a timely manner, handled, and processed with extreme care given their confidential nature.
  • Draft speaking notes, annotated agenda, briefings, and other documents to support EIB management for the BoD meetings.
  • Attend BoD and Board committee meetings to take notes, draft minutes and follow up on their approval and external publication.
  • Comply with any filings as required resulting from decisions made at the meeting.
  • Contribute to the quarterly reporting activities for the units’ deliverables.
• Propose improvements in Corporate Secretariat processes, procedures, IT systems, guidelines and working tools for own domain.

Qualifications

• University degree (minimum an equivalent to a Bachelor) in a field related to Corporate Governance, Law, Business Administration, Finance, Risk Management or relevant areas.
• At least 3 years relevant professional experience supporting governing bodies/management decision making in public/ international organisations, or private sector companies.
• Good understanding of the EIB mission, objectives and business activities.
• Understanding of the institutional and political framework in which the Bank operates.
• Knowledge of the statutory texts, policies and procedures governing the EIB.
• Good drafting skills.
• Some knowledge in the domains of lending, finance, economics would be an advantage.
• Sound knowledge of standard office 365 tools as well as of various software applications (such as WebEx, MS teams, SharePoint sites) that are or can be used by corporate secretaries.
• Interest on IT matters and ability/motivation to engage into digitalisation for Board would be an advantage.
• Excellent knowledge of written and spoken English and/or French (*); Knowledge of other EU languages would be an advantage.

Competencies

Find out more about EIB core competencies here

(*) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We are an equal opportunities employer, who believes that diversity is good for our people and our business. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team [email protected] who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 14^th December 2023

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