The EIB, the European Union’s bank, is seeking to recruit for its Operations Directorate (OPS), Operations Support Department (OSD), Operational Management Division (1-OP MGMT) 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 October 2023.

Purpose

The (Senior) Administrator 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) Administrator 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 Department.

Accountabilities

• Assist the Head of Division and other members of the division, with all administrative tasks:
  • Screen and distribute incoming documents and correspondence
  • Prepare responses and/or ensure appropriate follow up. Distribute and circulate information within the team in order to assist the team members in the performance of their duties
  • Manage the Head of Division’s agenda to optimise time allocation, coordinate arrangements for meetings and resolve conflicting demands
  • Actively plan and organise various meetings, including the regular Division meetings and outings/away days
  • Monitor and follow up of management decisions (Action Points) under the ownership of the Division
  • Interface with internal and external contacts
  • Follow-up on requests regarding: arrival/transfer/departure of a team member as well as of external consultants, IT issues, Facility Management issues, office arrangements, in coordination with the Operations Resource Management (ORM) Division;
  • Order and ensure supplies for office stationary;
• 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:
  • Draft and/or finalise correspondence, meeting notes and other communications from the Division
  • Support the Division with the preparation and subsequent distribution of MC Notes through SmartNote, in respect with strict deadlines; supervise the validation flow in SmartNote
  • Support the preparation of ad-hoc reports and statistics as well as presentation material within the Division
• 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,
• Support the Division in sending notifications within OPS in cases of: internal audit requests, evaluations, OPS PJ pipeline review, implementation of procedures, etc.
• Back up in the preparation of the monthly Note to File for “Extension and cancellation of validity of loan signature authorisations (caducite)”;
• Provide back-up as necessary to the other Assistants in the Department;
• Cooperate with the other secretaries and members of 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.

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
• 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: 4^th October 2023

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