The EIB, the European Union’s bank, is seeking to recruit for its Secretariat General (SG), Group Strategy Department (GS), Institutional Representation Division (IRD), External Offices Unit (EO) at its Lisbon office, an Office Assistant*.

This is a full-time position at grade 2/3 for which the EIB offers a permanent contract.

*internal benchmark Senior/Principal Operational Assistant

Panel interviews are anticipated for mid of June 2023.

Purpose

As an Office Assistant, you will provide secretarial support to the Head of Office, visiting MC Members, Senior Management and other EIBG professionals based or visiting the office and ensure the day-to-day administration of the office, the efficient organisation of the office and the timely completion of tasks.

Operating Network

You will work under direct supervision of the Head of Office and will provide general support to resident and visiting EIBG staff.

The Lisbon Office currently hosts 6 resident EIBG staff members.

Accountabilities

Office management:

• Provide office support and secretarial/administrative assistance to contribute to the effective day-to-day running of the Office
• Execute administrative tasks, notably financial administration of the office: handling and follow-up of book-keeping, logistics and monthly reporting to the Head of Office, supervising payments to suppliers, liaising with relevant staff in Luxembourg and ensuring timely input, validation, and reporting to the Head of Office
• Handle autonomously the office’s relationship with all vendors/service providers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, and relevant services, managing the respective contracts in close collaboration with internal counterparts and trigger the contract renewal and/or procurement process in cooperation with PROCUR and BLD colleagues.
• Management and interface with the various departments concerned at Headquarters for telephone equipment, computers, video conferencing system, IT access rights, etc.
• Keep track in a cost-efficient manner of the office supply inventory and ensure all necessary office insurances are kept up to date
• Assist in keeping the office manual up to date
• Assist in the organization of EIBG related events in the country

Accounting:

• Under the supervision of the Head of Office and with his/her approval:
• Management of all accounting aspects of the office in liaison with the Accounting Department at Headquarters
• Administrative management of the office bank accounts and cash management
• Monitoring of VAT records with the Ministry concerned
• Administrative management of payments of supplier invoices (quotes, orders, and deliveries)

General Administration Support:

• Management of incoming telephone calls and correspondence
• Organise and follow up diaries and organisation of internal and external meetings
• Responsible for the travel arrangements (TA) and expense reports (ER) of expatriates as well as the local team, if relevant
• Provide general administrative assistance to MC Members, Senior Management and EIB personnel on business trips in the region, in coordination with secretariats in Luxembourg
• Secretarial tasks (document archiving, etc..) for the Head of Office and other EIBG staff based in the Office
• Purchasing of office supplies
• Assist the Head of Office in dealing with ad-hoc extraordinary requests from the Headquarters (from SG, HR, BLD..), for instance monitoring exceptional events in the host country, such as COVID related measures, but also flooding, earthquakes, etc
• Liaise with the other Office Managers in your area to exchange experience and best practice
• Provide support to and, if necessary, replace other assistants within the division (including other Office Managers)

Qualifications

• Secondary level education, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
• At least 5 years of relevant professional experience
• Excellent knowledge of standard computer tools, particularly Word, Excel, and Power Point
• Excellent knowledge of written and spoken English and/or French (*) with a good command of the other
• Excellent knowledge of written and spoken Portuguese
• Good communication and interpersonal skills

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: 22nd May 2023

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