This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union’s bank is seeking to recruit for its Operations Directorate (OPS), Operations Support Department (OSD), Information Systems and Applications Division (2-IT&INFO) 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 May-June 2024

Purpose

The (Senior) Administrative Assistant will provide comprehensive administrative support to the Head of Division and other team members of the Division, across the scope of the Division’s responsibilities with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

The (Senior) Administrative Assistant will report to the Head of Division and will work in close cooperation with the Heads of Units within the Division and in good collaboration with the other administrative staff in the Division and the Department.

Accountabilities

• Assist the Head of Division and other members of the division, with all administrative tasks:
• Support the Division in the drafting/finalisation of documents, notes, reports, presentation material and other communication prepared by the Division to ensure a timely and consistent quality of documents. The tasks include among other things:
• Ensure effective and accurate document filing system for the Division following the internal classification rules and ensure data quality
• Enrich and maintain the Division’s SmartSite in cooperation with the relevant team members and contribute to the administration and development of the Department’s SmartSite
• Handle the update of the presentation material of the Division’s and respective Units’ activities in cooperation with the relevant team members,
• Provide back-up as necessary to the other Assistants in the Division and the Department;
• Cooperate with the other secretaries and members of the Division and the Department; when appropriate, train new colleagues on Bank procedures and processes, contribute to a good team spirit and 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.
• Demonstrate flexibility and cooperate actively during peak periods to provide smooth and efficient administrative support to the Division;
• Further to the administrative tasks, the (Senior) Administrative Assistant, initially under the guidance of other team members, may be required to assist on operational tasks relevant to the Divisions responsibilities such as: help with the preparation of operational reports and perform data quality checks, test system developments and provide feedback, assist with enquiries from end users with respect to the functionalities of front office systems.

Qualifications

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, accounting, economics, legal, etc.) or secondary level diploma with equally qualified experience in a relevant field
• Minimum 3 years of relevant professional experience
• Experience in a financial institution will be a distinct advantage
• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
• Excellent knowledge of English and/or French*, with a good command of the other. 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: 8^th May 2024

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