The EIB, the European Union’s bank, is seeking to recruit for its Legal Directorate (JU), Legal Department, EU Operations (OPS-EU), Italy, Malta, Greece and Cyprus Division (IMGC) at its headquarters in Luxembourg, a Senior/Principal Operational Assistant.

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

Panel interviews are anticipated for end of September 2023.

Purpose

The Senior/ Principal Operational Assistant will perform a wide range of operational support, administrative and secretarial duties for the Division. The jobholder will share responsibilities with other assistants in the Division.

Operating Network

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

Accountabilities

• Provide administrative support on all legal documentation in collaboration with the Division’s lawyers, including preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other EIB operational directorates, notifications of signatures and document filing.
• Edit and proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documents.
• Prepare and follow-up purchase requests 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.
• Verify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of new contracts and other documents.
• Make suggestions and contribute to improve key records management processes in the Division and the Department.
• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings.
• Build and maintain good relationships with internal and external counterparts.
• Provide ad-hoc assistance for cross-Division projects and activities as required.
• Ensure back-up to colleagues to guarantee continuous business support.

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.
• At least 5 years of relevant, professional post-qualification experience (i.e., in similar or related tasks); experience acquired as administrative/operational assistant. Experience in in a law firm is an advantage.
• Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g., printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is 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 (particularly Greek).
• Native proficiency of Italian.

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: 29^th August 2023

#LI-POST