The EIB, the European Union’s bank is seeking to recruit for its EIB Global Directorate (GLO) – Neighbouring Countries Department (NC)*– Public Sector East Division (NC/2 PUB SEC EAST) at its headquarters in Luxembourg, a (Senior) Administrative Assistant.

This is a full-time position at grade 1/2 for which the EIB offers a permanent contract.

*GLO is currently undergoing reorganization and this position will be assigned to the Enlargement & Neighbourhood Department – Eastern Neighbourhood Public Sector Division starting 1st July 2023.

Panel interviews are anticipated for July/August 2023.

Purpose

NC/2 PUB SEC EAST, the division that is seeking a new (Senior) Administrative Assistant (“Division”), carries out lending operations in the public sector in EU neighbouring countries, namely: Armenia, Azerbaijan, Georgia, Moldova and Ukraine. Operations in two other countries from the region: Belarus and Russia have been suspended until further decisions. The (Senior) Administrative Assistant will provide secretarial and administrative assistance to the staff of the Division with the objective of contributing to the efficiency and performance of the team’s overall activity. The jobholder will also be required to support administrative assistants from other divisions in the department, if needed, as well as carry out some tasks that relate to the functioning of the whole department.

Operating Network

The (Senior) Administrative Assistant will report to the Head of Division and will work with all Division’s members, as well as interact with other divisions, departments and directorates in relation to the tasks of the Division or – as appropriate – the Department.

Accountabilities

• Handle the administrative coordination of the activity of the Division (facilitating and monitoring the flow of loan appraisal documents, ensuring compliance with applicable deadlines, organisation of meetings and appointments).
• Prepare briefing papers for meetings and business trips.
• Finalise, distribute and file documents and reports prepared by the staff of the Division.
• Keep statistics and work plan up-to-date; monitor compliance with applicable procedures.
• Cooperate with and provide support to other assistants and members of the Department; train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Division and the whole EIB Global in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
• Coordinate and send correspondence related to loans, mandates and other actions carried out by the Division.
• Keep up-to-date the list of contacts relevant for the Division.
• Organise and coordinate with relevant Bank Services visits of external guests.
• Coordinate and support the team’s document filing system in line with applicable rules and procedures.
• Coordinate and perform other administrative tasks for the Division: organisation of events, update of shared calendars, management of data base, update of distribution lists, preparation of documents for signature etc.
• Optimize operating tools and working methods.
• Handle contacts with clients and follow information flow while Division staff members are on missions.
• To support other administrative assistants in the department in time of needs, the jobholder will be required to carry out some of the above-mentioned tasks for the benefit of other divisions in the department.
• The jobholder will also be required to carry out certain functions that relate to the functioning of the whole department.

Qualifications

• Certified secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field;
• At least 3 years of relevant professional experience at (senior) support level, preferably in middle/back office function;
• Strong sense of responsibility and initiative and good organisational skills;
• Ability to work accurately, flexibly and under pressure, to meet deadlines and priorities;
• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint); ability to quickly build-up knowledge of Bank’s standard computer tools;
• Excellent knowledge of English and/or French (*); working knowledge of other EU languages would be an advantage;
• Previous experience or general knowledge of non-EU regions 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: 7^th July 2023

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