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Operational Assistant - 105295

Luxembourg (Luxembourg)

Job Details
Job Title
Operational Assistant
Job ID
105295
Location
LU - Luxembourg
Full/Part Time
Full-Time
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EIB Posting

The EIB, the European Union's bank, is seeking to recruit for its Projects Directorate (PJ) - Resource Management Unit (RESS), at its headquarters in Luxembourg, a:

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 mid-October 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.

Purpose

The Operational Assistant will manage a range of administrative duties related to resource management and PJ training programme in order to ensure a smooth functioning of PJ.

Operation network

PJ is one of the largest directorates in the Bank, comprising close to 400 staff members. The Resource Management Unit reports to the Director General and provides support to PJ for a wide range of issues related to the internal organisation, resource needs assessment, staffing, training, budget and logistics.

The Operational Assistant reports to the Head of the Resource Management Unit, and works in close cooperation with the other members of the team, in particular the Coordination officer.

S/he is expected to be able to work autonomously and to have frequent contacts with all services in PJ, on a range of issues, and in particular, those related to the newcomers welcome programme and logistics of the PJ internal training programme. The post requires excellent organisation, planning and communication skills together with discretion, diplomacy and problem resolution skills. 

Responsibilities

  • Anticipate and manage administrative repercussions of recruitments and staff movements and take all necessary actions;

  • Pro-actively review the pages dedicated to PJ staff on intranet, and make changes when necessary, in cooperation with the services concerned;

  • Administer the PJ welcome programme for newcomers (maintain welcome pack, organise lunches, etc.)

  • Ensure the logistics for the PJ internal training programme, namely book meeting rooms, prepare relevant documentation, schedule training sessions in SuccessFactors and keep track of training dates, manage the registration and participation of attendees to training sessions, and keep up to date training-related information on the PJ Intranet 

  • Perform regular updates to the list of authorised signatures

  • Participate in the organisation of staff events for the directorates (such as Away-days, staff meetings, annual party);

  • Provide general administrative support to the Unit, in particular on staff related issues;

  • Provide back-up to other assistants within the unit in case of absence.


Qualifications

  • Secondary level education, completed with a 2 year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field

  • At least 3 years of relevant professional experience

  • Good knowledge of the standard computer tools (Word, Excel, PowerPoint). Knowledge of Serapis and Business Objects would be an advantage

  • Knowledge of EIB's objectives, policies and procedures would be an advantage

  • Understanding of EIB project cycle would be an advantage

  • Excellent knowledge of written and spoken English and good knowledge of French(*). Knowledge of other EU languages would be 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: 16th August 2018 

(*) We particularly welcome applications from men and persons with disabilities.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: EIB - European Investment Bank
  • Location: Luxembourg (Luxembourg)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
    • Operations and Administrations
  • Closing Date: 2018-09-11

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