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 Legal Directorate (JU), Legal Department, Operations EU (OPS-EU), Western Europe Division (WE) at its headquarters in Luxembourg, a (Senior) Operational Assistant.

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

Panel interviews are anticipated for end of March / beginning of April 2024.

Purpose

The Western Europe Division (WE) deals with the legal documentation and legal issues for projects in the following countries: France, Belgium, Netherlands, Luxembourg, Ireland and UK.

As (Senior) Operational Assistant, you will provide day to day assistance to the Division members to support the efficiency, smooth operations, and achievement of the Division goals.

Operating Network

You will report to the Head of Division and work with all Division members (lawyers, paralegals and assistants), other Directorates and interface with external contacts to support the Division’s operations.

Accountabilities

• Assist in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements, collateral agreement and side letters and contractual modifications).
• Assist and ensure follow-up of all procedures both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED – Livelink), handle notes and other memoranda.
• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars.
• Prepare and follow-up purchase orders for consultancy and take care of administrative aspects in relation to in-house and external consultants.
• Prepare draft correspondence on various topics for the Division, including notes, reports, presentations.
• Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents, monitoring MC/CA agenda including JU fiches, preparing or review documentation and information for HoD approval/action.
• Contribute to the development of the administrative procedures and processes with the guidance of the principal assistant and/or Head of Division, initiate improvements and participate in the optimisation of working methods.
• Build and maintain good working relationships with other assistants.

Qualifications

• Secondary level diploma completed with a 2-year certification in a relevant field or secondary level diploma with equally qualified experience in a relevant field.
• Formal secretarial training is a distinctive advantage.
• At least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as administrative/operational assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage.
• Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g., printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage.
• Excellent knowledge of English and French (oral and written) is required.

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: 15^th March 2024

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