The EIB, the European Union’s bank, is seeking to recruit for its Group Corporate Services Directorate (GCS), Buildings and Logistics Department (BLD), Facilities & Mobility Services Division (FMS), External Offices Unit (EO) in its headquarters in Luxembourg, a Senior/Principal Operational Assistant*.

This is a 50% part time position at grade 2/3 for which the EIB offers a permanent contract.

Panel interviews are anticipated for October 2023

*internal benchmark: Senior/Principal Operational Assistant

Purpose

You will assist the External Offices Unit in charge of rented premises worldwide, ensuring that the quality of service, standards and processes are implemented in line with EIB requirements and industry best practices.

Operating Network

You will report to the Head of External Offices Unit.

Good communication and analytical skills, customer orientation, team spirit and multi-tasking are key for this dynamic role.

Accountabilities

• Provide administrative and operational support, especially in the field of buildings and services management to ensure smooth and timely execution of EIB’s procedures
• Assist the External Offices Unit with requisition creation, invoice monitoring, accruals and invoice receipts
• Assist the Head of Unit with budget monitoring and periodic follow-up
• Perform administrative tasks related to managing documentation distribution and archiving, as well as data quality
• Provide support to Project Managers in the follow-up and monitoring of projects, contract management & procurement processes
• Contribute to the periodic activity reporting, dashboards and reports and coordinate requests for with the other team members
• Perform regular controls and monitoring of tasks
• Initiate improvements and participate in the optimisation of working methods, by notably contributing to reviewing or updating operational procedures

Qualifications

• Secondary level diploma complemented with a 2-year certification in a relevant field or secondary level education with equally qualified experience in a relevant field
• At least 5 years of experience in a secretarial or operational position in a relevant field such as accounting, budgeting, coordination, administrative assistance
• Working experience in facilities management and/or public procurement would be considered an advantage
• Very good knowledge of the standard Office and IT tools, in particular advanced skills in Excel
• 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 of September 2023

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