The EIB, the European Union’s bank, is seeking to recruit for its Financial Control Directorate(FC), Financial Reporting and Accounting Department (FRA), Financial Reporting Division (FRD) 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 mid May 2023

Purpose

As Senior/Principal 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.

Operating Network

The Senior/Principal Operational Assistant reports to the Head of Division and works in close cooperation with the officers and assistants of the Division. The post requires discretion, flexibility, physical presence during core hours and busy weeks for the team, rigor, attention to matters and details, the ability to prioritise and to handle several tasks simultaneously.

Accountabilities

• Support the Head of Division in the day-to-day administration of the relevant processes and procedures to facilitate the well-functioning of the Division,
• Provide regular information and guidance to division’s team members on administrative and operational procedures; progressively handle complex issues and enquiries; initiate improvements and contribute to the development and optimisation of existing methods and processes (i.e. upgrading operational procedures).
• Execute, in a continuous autonomous and proactive manner, standard and non-standard tasks of an operational process, as well as the administrative and logistical tasks related to the organization of different meetings, from preparation to follow-up subsequent to the meeting, ensuring the smooth running and respect of the deadlines including daily contact with all Bank services,
• Coordinate the Division budget, including forecast, monitoring, reporting to Head of Division, and year-end closure to support Management’s accurate and timely budget management,
• Contribute actively to the update of the Division secretariat and operational procedures, including the proposal of improvements,
• Assist the Head of Division and the Heads of Unit in their daily work, as requested (e.g. preparation of PowerPoint presentations, editing and submitting Notes including Management Committee and Audit Committee, managing agendas, etc.),
• Manage preparation of invoices, meeting room reservations, as well as any other administrative activity, as requested,
• Take care of newcomers’ integration for any aspect related to IT equipment and accesses, logistics, etc. Provide guidance to newcomers about EIB procedures and IT tools,
• Act as mutual back-up with the other divisional assistants, also coordinating respective absences where necessary; interact with internal and external clients/counterparts, to gain and understand information, to exchange good practices and often to influence them without due authority.
• Assist with the organisation, planning and monitoring of division’s activities,
• Handle and update filing systems and databases, also being responsible for the division GED areas and efficient archiving system,
• On request, draft/finalize correspondence or documents on various topics, ensure appropriate follow-up and rigorous filing,
• Ensure good team spirit within the team,
• Handle other administrative tasks and replace colleagues in case of absence. When needed, ensure integration and on-the-job training of more junior staff, new joiners and trainees.

Qualifications

• Secondary level education, 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 of standard office tools (Work, Excel, PowerPoint,); proof-reading and presentation’s skills would be appreciated
• 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: 5^th May 2023

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