The EIB, the European Union’s bank, is seeking to recruit for its Secretariat General (SG), Governing Bodies Department (GB), Governing Bodies Secretariat Division (GBS), MC Secretariat Unit (MC Sec) at its headquarters in Luxembourg, a (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 mid- September onwards.

Purpose

As the (Associate) Secretariat Officer, you will take an active part in the Secretariat activities for the Management Committee (MC) in order to assist this governing body and its members in fulfilling their corporate role, thereby contributing to the achievement of the EIB’s objectives.

You will be responsible for executing key MC Secretariat processes related mainly to the preparation, minuting and follow-up of MC meetings and procedures to ensure an efficient and reliable secretariat support, respect of deadlines and compliance with rules, regulations, and procedures. You will draft and prepare governance proposals and notes as required by the hierarchy of the Secretariat and will work with an increasing degree of autonomy and initiative over time, seeking guidance on sensitive and complex issues from supervisors, and will be responsible for the control of quality of output for own domain.

Operating Network

The Secretariat Officer works within the MC secretariat team, under the supervision of the Head of Governing Bodies Secretariat Division within the Secretariat-General.

Accountabilities

• Support the decision-making process of the MC, including respect of deadlines (e.g., meeting organisation, agenda, documents, briefings, written procedures, etc.), in close cooperation with Colleagues in MCSec and offices of the EIB Secretary General, EIB MC members, EIB President and EIB Directorates.
• Contribute to the minuting of MC meetings. This will require solid institutional knowledge of the EIB and its activities, exercise of judgement, capacity to understand and communicate complex debates in a clear and concise manner and excellent drafting skills, especially in English.
• Prepare or contribute as required to the drafting of notes, policy papers on corporate issues (e.g., changes to statutory texts, MC guidelines, etc.) and comments on proposals as may be the case.
• Ensure that overall execution of MC Secretariat processes and quality control is on track, and contribute to the assessment, updating and testing of internal controls (ICF, etc.).
• Prepare ad hoc reports as requested on MC related activities and other MC related topics.
• Check the quality and accuracy of information put into various IT systems.
• Propose, implement, and manage new initiatives in own specific domain based on best practice (e.g., streamlining MC procedures).
• Propose improvements and support MC Secretariat processes, procedures, IT systems, guidelines and working tools for own domain (e.g., Internal Control Framework project and update of procedures manuals).
• Deal with enquiries and requests for information from other departments/directorates within the Bank.
• Co-ordinate with other governing bodies secretariats as well as other relevant EIB services and monitor work process and activities to ensure the timely preparation and dispatch of documents within strict deadlines ensuring correct distribution to MC members and services.
• Maintain the relevant follow-up to the implementation of MC decisions.
• Support sharing of information to MC members and the dialogue with the relevant services of the Bank to ensure an efficient flow of communication/information between the Bank’s governing bodies and the Bank’s services.
• When requested, provide back-up for other governing bodies officers’ duties.
• Handle and process information and documents of a confidential nature.

Qualifications

• University degree (minimum an equivalent to a Bachelor) in a relevant domain, preferably in economics, finance, law or other relevant discipline.
• At least 3 years of relevant professional experience with governing bodies.

• Good understanding of the EIB’s mission, objectives and business activities.
• Good understanding of the institutional and political framework in which the Bank operates and in particular of the processes concerning the governing bodies.
• Good knowledge of the statutory texts, policies and procedures governing the EIB
• Some knowledge in the domains of lending, finance, economics.
• Ability to use the standard MS Office tools.
• Excellent knowledge of English and/or French (*), with a good command of the other. 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: 8^th September 2023

#LI-POST