Operational Assistant

il y a 2 semaines

Luxembourg, Luxembourg European Investment Bank Temps plein

The
EIB, the European Union's bank, is seeking to recruit for its Legal Directorate (JU), Operational Policy, Mandates and Non-EU Operations Department (OPS-POL), Restructuring, Funds and Venture Debt Division (RFV) at its headquarters in Luxembourg, a
(Senior) Operational Assistant.



This is a full-time position at grade 1/2 for which the EIB offers a permanent contract.

  • Panel interviews are anticipated for _March 2023_. _

Purpose:


The Restructuring, Funds and Venture Debt Division (JU/OPS-POL/RFV) provides legal support to the operational directorates, by dealing with the legal documentation and legal issues for (i) debt restructurings, (ii) fund investments and (iii) venture debt.


You will provide day to day assistance to the Head of Division and the Division members to support the efficiency, smooth operations and achievement of the Division goals.


Operating Network:


You will report to the Head of Division (HoD) and work with all Division members (Head of Unit, lawyers, paralegal 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, collateral agreements, fund documentations and side letters as well as contractual modifications)
  • Assist and ensure compliance with all procedures both before and after signature of legal documents (e.g. circulate legal contributions to internal approval documents, format 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
  • Take care of administrative aspects in relation to inhouse and external consultants
  • Prepare (based on the lawyers' instructions) draft documentation on various topics for the Division, including notes, reports, presentations
  • Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents; preparing or review documentation and information for HoD approval/action
  • Build and maintain good working relationships with other assistants in the Division and the Legal Directorate.

Qualifications:

  • Secondary level education completed with a 2year certification in a relevant field 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 experience (i.e. in similar or related tasks); experience acquired as administrative/operational 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 and/or French (*) with a good command of the other.

Competencies:

  • Find out more about EIB core competencies _here
- (*) Unless stated explicitly as a required qualification, an excellent command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of _level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support._ _

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