The EIB, the European Union’s bank is seeking to recruit for its Secretariat General (SG), Bank wide Projects and Change Management Coordination Division (BPCM), Resource Management Unit (RMU) 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 mid-June 2023.

Purpose

You will execute a wide range of administrative and coordination duties on Budget matters and HR, ensuring proper implementation of policies, processes, procedures, and reforms related to Staff and Budget management within the SG & FC Directorates.

Operating Network

The (Senior) Operational Assistant will report to the Head of RMU Unit and will work in close collaboration with SG& FC colleagues, the SG & FC HRBPs for HR matters, as well as other colleagues in the team.

You will maintain regular and proactive contact with internal clients. The post requires empathy, diplomacy, discretion, flexibility and the ability to prioritize and handle several tasks simultaneously, often working to tight deadlines, while still exercising a high degree of precision.

Accountabilities

• Provide general administrative support to the unit on SG & FC activities and processes e.g., collecting relevant data, scheduling meetings, independently responding to diverse and extensive inquiries,
• Support administrative processes in Budget delivery:
  • Procurement: collect, check and handle purchasing requests manually and in PeopleSoft Financial,
  • Calls for tender, consultancy contracts (e.g., by supporting the effective administration of consultancy contracts, tendering procedures, invoices),
  • Timely payment of invoices,
  • Coordination of budget requests from SG & FC services on OOE (related to consultants, training, and conferences),
  • IDs creation,
  • Payment of invoices and their correct imputation timely,
  • Monitoring and reporting on backlogs (e.g., pending purchase orders and invoices, pending travel authorizations and expenses reports),
• Support administrative processes in HR delivery:
  • Recruitment campaigns; organization of validation meetings, preparation, drafting and circulation of notes, as well as keeping managers informed on the status of their ongoing campaigns,
  • Internal mobility tasks (transfers, temporary assignments, secondments, unpaid leaves),
  • Prepare the drafts for the relevant notes, circulate them for signature and submit them to PERS directorate,
  • Coordination of traineeship and interim requests, including launching the business case and handling all related administrative procedures linked to the requests,
  • Help define and coordinate traineeship requests, including launching the business case and handling all related administrative procedures linked to the request.
• Support in the preparation of ad hoc reports on budget and staff, including statistics, for the attention of the SG & FC management,
• Monitor and maintain an efficient archiving of the relevant shared mailboxes.

Qualifications

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc.) or secondary level education with equally qualified experience in a relevant field,
• Minimum 3 years of relevant professional experience,
• Proven experience in human resources administration,
• Knowledge of the Bank’s frontline operational environment would be a strong advantage,
• Knowledge of IT standard computer tools, in particular Excel and Word,
• Good knowledge of the PeopleSoft HR & Financials database management system, would be an asset,
• 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: 22^nd May 2023

#LI-POST