The EIB, the European Union’s bank, is seeking to recruit for its Portfolio Management and Monitoring Directorate (PMM) – Transaction Management Department (TM) – Project Finance Division (PF) at its headquarters in Luxembourg, a (Senior) Administrative Assistant.

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

Panel interviews are anticipated for end of January 2024.

Purpose

As an Administrative Assistant you will provide administrative support to all members of the PF Division to help facilitate them in achieving their duties and objectives.

You will contribute to the efficiency and performance of the day-to-day workflow of the team, safeguard consistency in the quality of documents issued and facilitate the smooth operation of the PF Division and its interactions with other Services as well as external clients.

Specific Post Environment

PMM monitors counterparts and financial contracts and acts on contractual events under its responsibility, as well as on distressed transactions to protect the EIB’s financial interest and reputation.

PMM/TM is the Department responsible for the monitoring of financial institutions, equity and quasi-equity, project finance and loans under restructuring across all countries, both inside and outside the EU. The Department is structured around Divisions, which are composed of several Units. The Department also plays an active role in the disbursement process for the lending operations (excluding the first disbursement).

Operating Network

You will be assigned to the PF Division and will work closely with other colleagues in the PF Division and with colleagues in other Directorates such as Finance, Legal, Project and Risk Management.

Accountabilities

In close collaboration with the other assistant of the Division, you will provide general administrative and operational support to the divisional activities in an autonomous and proactive way, referring to:

• Circulate and electronically file notes in the banks internal system
• Keep the banks systems (Serapis and PiRat) up to date (event list and monitoring responsibilities)
• Organize hybrid meetings both with internal staff and with external visitors
• Use internal systems of the Bank (Serapis, GED, PeopleSoft Financials) to appropriately file documents from the division, recognizing the projects, ensuring data quality and respecting naming convention
• Collect incoming enquiries and, according to priority, answer directly or allocate it to the appropriate person
• Prepare and send the Division ’s correspondence, proofreading and assisting in the finalization of various work documents (letters, presentations, reports, minutes etc.)
• Keep up to date with procedural changes throughout the Directorate (CABA procedure revision, the management of teams wizard…)
• Ensuring mutual back-up with the other divisional assistants;
• Issue invoices upon request

Qualifications

• Secondary level diploma preferably in a relevant field
• Minimum 3 years of relevant professional experience ideally involving administrative support tasks
• Good knowledge of the Bank’s organisational structure, processes, and procedures would be an advantage
• Proven ability to effectively prioritise and manage multiple tasks simultaneously, demonstrating strong organisational skills
• Knowledge of standard computer tools, particularly MS Word, Excel, Power Point and Teams
• Excellent knowledge of English and a good command of French (*).

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: 29^th December 2023

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