The EIB, the European Union’s bank is seeking to recruit for its Secretariat General (SG), Governing Bodies Department (GB), Shareholding Relationships Division (SR) 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 December 2023 onwards.

Purpose

As Principal/Senior Operational Assistant you will provide a wide range of secretarial and administrative assistance to the head of division, support the day-to-day work of the division and closely assist division’s team members and their governance or shareholding duties towards important stakeholders.

A high level of planning, follow up, consultation and coordination is crucial in this role, to support the issuance of regular notes to EIB governing bodies and for the performance of reporting activities managed by other services on several matters. These are complex tasks requiring the individual to understand the substance, which shall apply also for tasks related to EBRD & EIF. The tasks go beyond administration and execution, and without minimum knowledge (and appreciation of the complex environment), it would be challenging to provide a satisfactory service to the Officers, Head of Unit and Head of division.

The post requires discretion, adaptability, rigor, attention to details, the ability to prioritise and to handle several tasks simultaneously.

Operating Network

The Senior/Principal Operational Assistant reports to the head of division and works in close cooperation with the heads of units, officers and assistants of the division.

Accountabilities

• Support the Head of Division in the day-to-day administration of the relevant processes and procedures to facilitate the functioning of the division, assisting with the organisation, planning and monitoring of division’s activities, as well as with the management of Head of Division diary scheduling.
• Coordinate activities related to the preparation or the consultation of notes or other documents, in the team and ensure good information-sharing within the division.
• Provide administrative and secretarial assistance in the preparation of notes, briefings, presentations.
• Prepare/finalise letters and organise appropriate approvals and signatures.
• Manage the process of distribution of Management Committee and Board of Directors Notes, following the different deadlines with the authors of the notes.
• Assist in the coordination and delivery of SG opinions.
• Collect incoming enquiries and, according to priority, answer directly or allocate it to the appropriate persons.
• Contribute to the development or revision of procedures and processes, under the guidance of the Head of Division, Heads of Unit and Senior Officers, and coordinate the regular division’s reporting activities (critical reports, EUC declaration cycle, business continuity, etc…) complying with deadlines.
• Provide administrative support on EIF and EBRD matters, working closely with the strategic shareholding unit team (organising high level meetings, drafting correspondence, coordinating and formatting briefings, archiving documents, contributing to board meetings and annual meetings’ preparation).
• Coordinate the team’s calendar, events schedule and participation in meetings, such as Management Committee.
• Assist in the preparation of various events, including for travel arrangements and regular division meetings, outing/away days; prepare agendas of meetings and take notes/prepare minutes
• Update of databases, relevant intranet pages, prepare spreadsheet, presentations and statistical reports.
• Enhance and maintain rigorous electronic filing; be the GED coordinator within the division.
• Greet and provide general support to visitors and take care of newcomers’ integration for any aspect related to IT equipment and accesses, logistics, etc. as well as for departures. Provide guidance to newcomers about EIB procedures and IT tools.
• Act as mutual back-up with the other operational assistants in the division, also coordinating respective absences where necessary.

Qualifications

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
• At least 5 years professional experience in an administrative support role
• Good knowledge and understanding of the Bank’s activities and organisational structure
• Good knowledge of the Bank ’s standard office tools (Word, Excel, PowerPoint, GED, Notes)
• Proof-reading and presentation skills would be an advantage
• Proven good communication, teamwork, and problem-solving skills
• Strong organisational and time-management skills
• 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: 29^th November 2023

#LI-POST