The EIB, the European Union’s bank, is seeking to recruit for its Projects Directorate (PJ), Mobility Department (MOBILITY), Regional Transport Programmes Division (RTRANS) 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 mid December 2023.

Purpose

The (Senior) Administrative Assistant will provide administrative support to professional staff (incl. Head of Division) in the division with the objective of contributing to the efficiency and performance of the division’s overall activities.

Operating Network

Reporting to the Head of Division, the (Senior) Administrative Assistant will work as part of a team consisting of economists and/or engineers, and in close co-operation with the other divisional and departmental assistants. Contacts with the other Divisions in MOBILITY and other Departments within PJ are required as well as interfacing with other Directorates. Part of the team (local agents) are based in the regional offices of Abidjan, Belgrade, Nairobi, Pretoria and Tunis.

Accountabilities

• Prepare standard correspondence; proof-read and edit texts in English and/or finalise appraisal reports, notes letters, contracts and other documents prepared by the team;
• Coordinate business trips and travel arrangements (including visa applications and making online bookings), check and submit travel expenses for team members;
• Organise meetings and prepare minutes if needed;
• Manage team members’ agendas;
• Ensure timely distribution of documents;
• Maintain internal databases and extract data;
• Assist division staff in their project monitoring tasks, including preparation of standard monitoring letters, filing monitoring milestones and actions (project progress reports and completion reports) and procedural completion of procurement requirements for projects outside the EU;
• File notes, reports and documentation related to project data and sector studies; and archive as needed;
• Provide assistance in handling contracts with external consultants;
• Proactively participate and propose updates to procedural aspects for improving efficiency of tasks within the division and department by participating actively in the meetings of the assistants in the MOBILITY Department and contributing to horizontal work streams;
• Contribute to onboarding of new staff;
• Replace other assistants within the division and/or department, if necessary.

Qualifications

• Secondary level diploma, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field.
• At least 3 years of relevant professional experience.
• Good knowledge of the standard computer tools (Word, Excel, Powerpoint). Knowledge of Serapis and Business Objects would be an advantage.
• Knowledge of EIB’s objectives, policies and procedures would be an advantage.
• Excellent knowledge of English and French.

Competencies

Find out more about EIB core competencies here

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: 13th November 2023

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