The EIB, the European Union's bank, is seeking to recruit for its Legal Directorate (JU) – Legal Department, Operations (OPS) – Restructuring, New Products & Fund Management Division (RNF), at its headquarters in Luxembourg, an:
Operational Assistant
This is a full-time position at grade 1/2
The term of this contract will be 4 years
Panel interviews are anticipated for beginning of September 2018
The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs,
with a possibility to convert to a permanent contract, subject to organisational requirements and individual performance.
Candidates should be aware that the Legal Directorate/Operations (JU/OPS) is in the process of being reorganised. While the job scope will not be affected, the division will change its name and will be sitting in JU/OPS 1 in the future.
Purpose
The Operational Assistant will perform a wide range of office support, administrative and secretarial duties for the Division. The jobholder will share responsibilities with other assistants in the Division.
Operating Network
The Operational Assistant 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
- Assist in the accurate preparation of legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements and contractual modifications)
- Assist and ensure follow-up of all procedures applicable both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED - Livelink), handle notes and other memoranda
- Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars
- Prepare business trips and follow-up related expense-reports
- Prepare and follow-up purchase requests for consultancy and take care of administrative aspects in relation to in-house and external consultants
- Manage correspondence on various matters for the Division, including in relation to legal documents, notes, reports, presentations
- Verify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of contracts and other documents
- Make suggestions to improve key records management processes in the Division and the Department
Qualifications
- Secondary level education, complemented with a 2-year certification in a relevant field (economics, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
- Formal secretarial training is a distinctive advantage
- At least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as secretary/administrative or legal assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage
- Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage
- Excellent knowledge of English (oral and written) and a good knowledge of French (*) is required
Competencies
- Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals
- Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes
- Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
- Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.
(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages
We are an equal opportunity employer, who believes that diversity is good for our people and our business. As such, we promote the inclusion of suitably qualified and experienced staff without regard to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability (*).
Deadline for applications: 30th July 2018
(*) We particularly welcome applications from men and persons with disabilities.
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