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), Legal Corporate Department (CORP), Corporate, Employment and Litigation Division (CL), at its headquarters in Luxembourg, a
(Senior) Operational Assistant.



This is a part-time (60%)
temporary position at grade 1/2.

The term of this contract will be 9 months; _as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen._**
_ Panel interviews are anticipated for second half of March 2023._

Purpose:


You will provide assistance to the legal documentalist in the management of legal documentation, in particular for the digitization and filing of documents.

You will also provide back-up to the legal documentalist in her absence.

Operating Network:


You will report to the Head of Division and work with all Division team members (lawyers and assistants), other Directorates and interface with external contacts from outside the Bank to support the Division's operations.


Accountabilities:

  • Check paper files for duplicates in the electronic archives
  • Digitize paper files, respectively prepare paper files for digitization, and control quality of the electronic copies
  • Rename and file documents in the GED institutional workspace, according to operating procedures
  • Propose improvements for the filing system.
  • Carry out searches required by the lawyers, file the division's legal opinions
  • If needed, carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars, preparing documents
  • Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents; monitoring MC/CA agenda including JU fiches, preparing or review documentation and information for HoD approval/action

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
  • At least 3 years of relevant, professional postqualification experience (i.e., in similar or related tasks); experience acquired as archivist/documentalist or 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.
  • Excellent knowledge of English and French (oral and written) is required. Knowledge of other European Union languages would be an advantage.

Competencies:

  • Find out more about EIB core competencies _here
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