The EIB, the European Union's bank, is seeking to recruit for its General Secretariat Directorate (SG) - Governing Bodies Department (GB) – Governing Bodies Secretariat (GBS), at its headquarters in Luxembourg, an:
(Associate) Audit Committee Secretariat Officer
This is a full -time temporary position at grade 4/5
The term of this contract will be 4 years
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.
Panel interviews are anticipated for mid-September 2018
Purpose
As (Associate) Audit Committee Secretariat Officer (internally referred to as (Associate) Officer Corp. Secretariat) you are having an active part in the Secretariat activities for the Audit Committee. You will assists the members of the Audit Committee in fulfilling their corporate role, thereby contributing to the achievement of the EIB’s objectives.
You also will contribute, in complement, to the tasks related to the oversight of the external auditors mandate and the execution of the external audit Framework Agreement.
Operating network
You will report directly to the HoD and work under guidance of the Advisor to the Audit Committee and work in close co-operation with members of the Audit Committee, external auditors, Bank’s services and the executive staff of the Division.
Accountabilities
Contribute to the planning and execution of key processes and procedures of the Audit Committee, in order to ensure an efficient and reliable secretariat support, respect of deadlines and compliance with rules, regulations and procedures.
This includes:
- Contribute to the organization of Audit Committee meetings, including the agenda preparation, respecting of internal deadlines, providing the Audit Committee with the information needed for the meetings (eg. supporting documents, etc);
- Liaise with relevant Bank’s services and assist with the oversight of the logistics for the organisation of meetings;
- Attend Audit Committee meetings, as required, to provide the necessary support (e.g. drafting and circulation of action points and minutes of meetings);
- Perform coordination and follow-up with the Bank’s services of Audit Committee requests and agreed actions with the Bank’s services;
- Interface effectively with members of Audit Committee and manage relationships with other Bank’s Directorates to ensure an efficient flow of communication/information between the Audit Committee and the Bank’s services;
- Contribute, as required, to the drafting of Audit Committee policy documents and to realisation of other Audit Committee related projects (such as self-assessment exercise, etc.).
Oversight of external audit mandate
Contribute to the oversight of the external auditors mandate and the execution of the external audit Framework Agreement; this includes:
- Draft and agree with Bank’s services and external auditors the annual critical path which coordinates the audit planning, organisation and collaboration between the divisions involved and the auditors, and contribute to the oversight of the timely approval and discharge of the Bank’s financial statements including mandates;
- Develop and maintain relations and effective communication with external auditors in order to assist the Audit Committee in its oversight function of the External Audit mandate (s/he will be one of the contact points for external audit related matters);
- Assist in the administration of the external auditors’ Framework Agreement and additional audit engagements (e.g. preparation of external audit budget, coordination of fees quotes negotiations, coordination of engagements and representation letters’ signatures, internal distribution and approval process of management letters, review of external auditors’ deliverables, review and approval of invoices, follow up of the deadlines set in the Critical Path including reporting on the status of the Critical Path etc.)
- Follow up of the latest professional and/or regulatory developments in relation to external audit (e.g. new engagement and/or representation letter templates, changes in International Standards on Auditing, etc.)
- Participate in other external audit related matters/projects (e.g. external audit tender, assessing “non-audit” requests, applying lessons learned from the previous audit cycle, etc.)
Other
Contribute to ensure that overall execution of Audit Committee Secretariat processes and quality control is on track; this includes:
- Propose, implement and manage new initiatives together with improvements to existing processes and procedures based on best practice (e.g. review and update of Audit Committee Secretariat procedure manuals, etc.)
- Active participation to the Audit Committee’s Portal related projects in close cooperation with business analyst(s) and IT project manager(s);
- Oversight of the Audit Committee operational assistant(s) via providing guidance and feedback;
- Participation to division transversal activities and tasks.
Qualifications
- University degree, in economics, business administration, or similar;
- A postgraduate degree in a relevant field would be an advantage;
- At least 3 years of relevant experience in a similar role or as an external auditor (specialised in banking audits) or an internal auditor (in banking and finance filed); or as a professional accountant in financial institution;
- Professional qualifications such as Chartered Accountant (CPA, “Réviseur d ’entreprises” or equivalent) and/or Certified Internal Auditor (CIA). Candidates who are currently in the process of obtaining the professional qualification will be considered;
- Experience in roles where the ability to analyse, summarise and present information in a concise and powerful way, aligned with the needs of the specific audience, would be an advantage;
- Proven track record of working in high pressure and politically sensitive environments, where teamwork, adapting to changing demands (and reprioritising accordingly), and delivering to strict deadlines without compromising quality have been key to your success. Proven experience of audit processes and standards;
- Knowledge of standard IT tools;
- Excellent knowledge of written and spoken English and/or French (*);
- Excellent verbal and written communication skills, including drafting skills, are essential (especially in English);
- Knowledge of another EU languages is an advantage.
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: 6th August 2018
(*). We particularly welcome applications from women and persons with disabilities.
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