This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union’s bank, is seeking to recruit for its Group Corporate Services Directorate (GCS), Coordination & Strategy Division (C&S) at its headquarters in Luxembourg, a Senior/Principal Operational Assistant – College of Staff Representatives*.

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 May 2024.

Purpose

You will provide a wide range of day-to-day operational and administrative assistance to the College of Staff Representatives (RP/SRs) in order to contribute to the College’s efficiency and optimal functioning. Discretion is essential as you will handle and process information of diverse and confidential nature.

Operating Network

You will collaborate with the College of Staff Representatives and whenever required will also interact with Human Resources, Internal Communications, Facilities Management and other EIB active and retired staff members.

When required, you will work with colleagues in your Unit to support members of Joint Committees, AABEI and/or the EIB Cercle.

Accountabilities

• Organise the meetings and working groups, including preparation of the agenda and all related documentation; and writing up meeting minutes
• Distribute, follow-up and finalise relevant documentation to participants in the timeliest manner possible whilst ensuring high quality and consistency in data. When required address pending or open points with the relevant owners;
• Plan, coordinate and organise events, including preparation of invitations, handling the logistics, drafting and publishing communications;
• Prepare and keep an up-to-date road map for the preparation and revision of notes or opinions incorporating all deadlines required in order to facilitate the submission of notes to Human Resources and/or the Management Committee;
• Develop and maintain proper records and documentation, respecting data protection requirements and the EIB’s information classification policy;
• Interact with active or retired EIB staff members, process requests and channel them to the appropriate contact;
• Develop, implement and maintain up-to-date processes and procedures in own domain and initiate improvements and participate in the optimisation of working methods;
• Gather information and research matters of interest for the Staff Representatives including whenever relevant contact with external counterparts and devise comprehensive spreadsheets or presentations;
• Follow-up on budgetary matters (including mission requests) and prepare all relevant procurement documentation and submit for approval on behalf of the RPs; whenever required
• When needed, ensure integration and on-the-job training of more junior staff and new joiners;
• Coordinate, supervise and train more junior staff to actively contribute to effective team organisation;
• Ensure full back-up of other Operational Assistants during their absence to guarantee business continuity when necessary.

Qualifications

• Secondary level diploma preferably in a relevant field;
• At least 5 years of relevant professional experience in a secretarial or operational position in a relevant field including prior experience in taking meeting minutes;
• Overall knowledge of the regulatory and administrative framework applicable to staff is preferred;
• Preference will be given to candidates with a good understanding of the social bodies activities and objectives as well as good understanding of EIB’s global activity;
• Ability to handle sensitive information with discretion;
• Thorough knowledge of standard office tools (Word, PowerPoint, Excel, Outlook), including intranet uploads and communications;
• Excellent knowledge of English and French. Knowledge of other EU languages would be an advantage.

Competencies

Find out more about EIB core competencies here

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: 15^th May 2024