The EIB, the European Union’s bank, is seeking to recruit for its Operations Directorate (OPS), Iberia Department (IBERIA), Corporates and Regulated Utilities Operations Division (2-CORP&REG UT) at its headquarters in Luxembourg, a (Senior) Administrator*.

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

*internal benchmark (Senior) Administrative Assistant

Panel interviews are anticipated for December 2023.

Purpose

As a (Senior) Administrator, you will provide administrative assistance to the Head of Division and other colleagues in the OPS/IBERIA/2-BK&CORP Division, aiming to contribute to the efficiency and performance of the Division’s overall activity, as well as to the achievement of the EIB objectives.

Operating Network

Reporting to the Head of Division, you will work in close co-operation with the other Divisional and Department assistants, as well as with colleagues in the Madrid Office. Extensive contacts with the other Divisions and Departments within Ops are required, as well as interface with other Directorates.

Accountabilities

In this post, you will:

• Assist the Head of Division and loan officers during the lending process (in close coordination with the other Directorates participating in the process).
• Perform general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing and organisation of meetings.
• Keep the Division’s pipeline of transactions up-to-date specially in Serapis (approvals, signatures and disbursements); monitor that procedures are followed during the lending process and inform the Division’s team about updates; input data in the GED.
• Organise and follow-up diaries, meetings, missions, mail.
• Assist in the accurate preparation, finalisation and circulation of letters, notes, reports and presentations and ensure quality control of documents before they are submitted for approval/signature by the hierarchy.
• Ensure that filing system is kept up to date by carrying out all filing tasks, both electronically and on paper, regularly and consistently.
• Participate in the Division’s meetings to ensure coordination of administrative tasks.
• Assist in any Protocol related matters and similar activities.
• Handle external communication with stakeholders, such as clients, Ministries, etc.

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 of relevant professional experience performing similar duties.
• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint).
• Excellent knowledge of written and spoken Spanish.
• Excellent knowledge of English and/or French (*), with a good command of the other.

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: 17^th November 2023

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