(Senior) Operational Assistant - 105542

The EIB, the European Union's bank, is seeking to recruit for its Legal Directorate (JU) – Legal Department, Corporate (CORP) – Mandate and Financial Instruments Division (MFI) at its headquarters in Luxembourg, a:

(Senior) Operational Assistant

This is a full time position at grade 1/2

The term of this contract is 4 years

Panel interviews are anticipated for mid March 2019

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 Assistant will perform a wide range of office support, administrative and secretarial duties for the Division. The job holder will share responsibilities with other assistants in the Division.

Operating Network

The 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 operation.

Accountabilities

• Provide administrative support on all legal documentation in collaboration with the Division's lawyers, including: preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other EIB operational directorates, notifications of signatures and document filing
• Edit and proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documents
• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings
• 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
• Prepare draft correspondence on various topics for the Division, including notes, reports, presentations
• Verify data to be inserted in contractual documents and coordinate with other Directorates to assist lawyers in the preparation of new contracts and other documents
• Make suggestions and contribute to improve key records management processes in the Division and the Department

Qualifications

• Secondary level education, completed with a 2 year certification in a relevant field or secondary level education with equally qualified experience in a relevant field
• At least 3 years of relevant, professional post-qualification experience (i.e. in similar or related tasks); experience acquired as secretary/administrative assistant.  Experience in in a law firm, corporate legal function, or any other legal environment, is an advantage
• Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage
• Excellent knowledge of English.  Excellent knowledge of French is an advantage (*). Knowledge of any another language of the European Union would be an asset.

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 the requirement to have excellent French, but limited to particularly suitable candidates who may not yet be proficient in this language. 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 (*).

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

  Deadline for applications: 30th of January 2018

  #LI-POST