The EIB, the European Union’s bank is seeking to recruit for its Human Resources Directorate (HR), HR Operations Department (HROPS), Life Cycle Division (LCD), Recruitment & Internal Mobility Unit (REC) at its headquarters in Luxembourg, a Senior/Principal HR Operational Assistant*.

This is a full-time position at grade 2/3 for which the EIB offers a permanent contract.

*internal benchmark: Senior/Principal Operational Assistant

Panel interviews are anticipated for end of June 2023.

Purpose

You will implement key processes and activities in the domain of recruitment, performing administrative activities supporting the internal/external recruitment process to contribute to filling vacant positions in a timely and efficient way, achieving a good balance between quality of service and speed of delivery and therefore contribute to the smooth running of the staffing services.

Operating Network

The Senior/Principal HR Operational Assistant will report to the Head of the Recruitment & Internal Mobility Unit and work in collaboration with senior staff members in the division. S/he will manage internal contacts with staff members within the Bank (HR, Hiring Managers, Coordinations, HR Business Partners and internal candidates) and maintain contacts with external providers (e.g., recruitment agencies, as appropriate) and external candidates.

Accountabilities

Provide general administrative assistance to support the internal and external recruitment process. This includes:

• Execute autonomously support management tasks in recruitment, including (but not limited to) the preparation, publication and follow up of vacant positions on intranet, the EIB website and job boards
• Set-up panel interviews by arranging the logistics of interviews and tests in coordination with the recruiter and the panel members
• Act as point of contact for internal and external candidates. Provide information in relation to vacancy publication, as appropriate, to internal and external clients (candidates, line managers, Coordinations, HR Business Partners etc), This includes the varied written communications to the candidates relating to the different types of invitation for interviews, technical tests, rejection letters etc. Draft contracts and internal mobility letters after hiring and internal mobility decisions
• Run simple calculations of promotions
• Maintain databases (e.g., job data, position data in PeopleSoft), ensuring timely and accurate input
• Implement structural reorganizations in PeopleSoft HR
• Take a co-operative approach within the team and act as a back-up of the other assistants of the Unit in their duties as required to ensure business continuity
• Build and maintain good working relationships with peers and internal and external counterparts by ensuring a professional, efficient, and responsive client experience with a high sense of confidentiality

Qualifications

• Secondary level education, completed with a 2-year certification in a relevant field (e.g., human resources, hospitality management or business/general administration) or secondary level education with equally qualified experience in a relevant field.
• Minimum of 5 years’ experience as assistant, preferably in a customer-oriented service or in a human resources environment.
• Knowledge of the HR processes would be an advantage.
• Good understanding of the Bank’s operating methods and its procedures will be considered an asset.
• Knowledge of the Bank’s standard office tools and experience in the use of software applications/databases (Word, Excel, PowerPoint). Knowledge of PeopleSoft and of Business Objects would be an advantage.
• 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: 26^th May 2023

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