The EIB, the European Union’s bank is seeking to recruit for its EIB Global Directorate (GLO) – Global Partners Department (GP) – Financial Sector Division (4-FINANCIAL SEC)* 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.

* This position will be transferred to the International Partners Department (IP), Financial Inclusion Division (FIN INC) in the context of the upcoming reorganisation effective as of 01.07.2023

Purpose

You will provide administrative assistance to the Head of Division and other colleagues in the team with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

The successful candidate will report to the Head of Division and will work with all its members, as well as interface with other Departments and Directorates in relation to the tasks of the Division.

Accountabilities

• Handle the administrative coordination of the activity of the division (monitoring the flow of loan appraisal documents including applicable deadlines, organization of meetings and appointments).
• Prepare briefing papers for meetings and business trips.
• Assist the Loan Officers during the lending process and, as appropriate, in the follow up of projects (in close coordination with the other Directorates participating in the process).
• Finalize, distribute and file documents and reports prepared by the loan officers.
• Handle telephone contacts with clients and follow information flow while Division staff members are on mission.
• Assist the loan officers in the preparation of marketing materials.
• Coordinate and send letters related to loans, legacy mandates to different Member States and other mandators.
• Keep up-to-date the list of contacts across the EIB GLO mandators.
• Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc.).
• Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.
• Keep statistics and work plan up-to-date; monitor that procedures are followed during the lending process; input data in the loans database in view of the preparation of reports and statistics on the Bank’s activity in countries covered by the Division.
• Cooperate with the other Assistants and members of the Department; when appropriate, train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
• Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of final project documents etc.
• Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.

Qualifications

• Secondary level diploma, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level diploma 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 organizational skills.
• Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.
• Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
• Excellent knowledge of English and/or French (*), with a good command of the other. Working 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 July 2023

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