The EIB, the European Union’s bank is seeking to recruit for its Secretariat General Directorate (SG), Group Strategy Department (GS), Planning, Budget and Analytics Division (PBA) 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.

Panel interviews are anticipated for beginning of September 2023.

Purpose

You will provide a wide range of secretarial and administrative assistance to the head of division, support the day-to-day work of the division and closely assist division’s team members.

Operating Network

The successful candidate will report to the Head of Division and will work in close cooperation with the officers and assistants of the Department. The post requires discretion, flexibility, rigor, attention to details, understanding of the institutional sensitivities, the ability to prioritise and to handle several tasks simultaneously.

Accountabilities

The (Senior) Administrative Assistant will:

• Support the head of division in the day-to-day administration of relevant processes and procedures to facilitate the well-functioning of the division;
• Provide administrative and secretarial assistance in the preparation of notes, briefings, presentations and other relevant documents in accordance with the standard for the different types of documents;
• Assist in the system-processing, sign-off and distribution of notes to the Management Committee, Board of Directors, etc and as appropriate, liaise with the Bank’s translation teams;
• Follow up and maintenance of the divisions central outlook mailbox and folders, relating to requests for MCO opinions on budgetary and financial aspects of business cases;
• Provide administrative support for the Time and Labour (T&L) time-recording system;
• Manage updating of document databases, relevant intranet pages, and maintain the electronic archives;
• Assist in the preparation, planning and organisation for various events; for example, organising meetings, presentations, seminars, liaison with protocol services, registration to external conferences, business trips;
• Organise the team’s agenda, follow-up of internal and external correspondence and coordinate participation in Management Committee and Board of Directors meetings;
• Take care of newcomers’ integration for aspects related to IT equipment and accesses, logistics, etc.; provide guidance to newcomers about EIB procedures and IT tools;
• Other administrative tasks such as filling documents, entering data, maintaining email distribution lists, and logistical support to the team; for example, meeting room reservations, pass office supply orders;
• Act as mutual back-up with the other divisional assistants, coordinating absences, where necessary;
• Contribute to a good working atmosphere within the division and the department to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives;
• Make suggestions to improve administrative processes, where relevant.

Qualifications

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field.
• At least 3 years professional experience in an administrative support role.
• Good knowledge of standard office tools (Word, Excel, PowerPoint, Acrobat); knowledge of the Smart Applications and reporting tools would be an advantage. Proof-reading and presentation’s skills would be appreciated.
• Excellent knowledge of English and/or French (*), with a good command of the other. A good command of additional 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 July 2023

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