The EIB, the European Union's bank, is seeking to recruit for its Projects Directorate (PJ) - Energy Department (ENERGY) - Renewable Energy Division (RENEW), at its headquarters in Luxembourg:
Administrative Assistant
This is a full time position at grade 1/2
The term of the 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 end October
Purpose
As Administrative Assistant you will provide administrative support to professional staff in the Renewable Energy Division (RENEW) with the objective of contributing to the efficiency and performance of the Division's overall activities.
Operating network
You will report to the Head of Division, and you will work as part of a team consisting of economists and/or engineers, in close co-operation with the other divisional and departmental assistants. Contacts with the other Divisions in ENERGY and other Departments within PJ are required as well as interfacing with other Directorates.
Accountabilities
- Preparing standard correspondence; proof-reading and editing texts in English and/or finalising reports, notes, letters, contracts and other documents prepared by the team
- Coordinating business trips, taking care of travel arrangements (including visa applications and making online bookings) and checking and submitting travel expenses for team members
- Organising meetings and management of team members’ agendas
- Ensuring timely distribution of documents
- Maintaining internal databases and extracting data
- Assisting contact persons in the filing and procedural completion of procurement requirements for projects outside the EU.
- Filing of notes, reports and documentation related to project data and sector studies; and archiving as needed
- Providing assistance in handling contracts with external consultants
- Proactively participate and propose updates to procedural aspects for improving efficiency of tasks within the division
- Replacing other assistants within the division and/or department if necessary
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
- 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: 27th of September 2018
(*). We particularly welcome applications from men and persons with disabilities.
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