Senior Principal Operational Assistant
il y a 3 semaines
Job Description
Description
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As Principal/Senior Operational Assistant you will provide a wide range of secretarial and administrative assistance to the head of division, support the day-to-day work of the division and closely assist division's team members and their governance or shareholding duties towards important stakeholders.
A high level of planning, follow up, consultation and coordination is crucial in this role, to support the issuance of regular notes to EIB governing bodies and for the performance of reporting activities managed by other services on several matters. These are complex tasks requiring the individual to understand the substance, which shall apply also for tasks related to EBRD & EIF. The tasks go beyond administration and execution, and without minimum knowledge (and appreciation of the complex environment), it would be challenging to provide a satisfactory service to the Officers, Head of Unit and Head of division.
The post requires discretion, adaptability, rigor, attention to details, the ability to prioritise and to handle several tasks simultaneously.
Operating Network:
The Senior/Principal Operational Assistant reports to the head of division and works in close cooperation with the heads of units, officers and assistants of the division.
Accountabilities:
Support the Head of Division in the day-to-day administration of the relevant processes and procedures to facilitate the functioning of the division, assisting with the organisation, planning and monitoring of division's activities, as well as with the management of Head of Division diary scheduling.Coordinate activities related to the preparation or the consultation of notes or other documents, in the team and ensure good information-sharing within the division.Provide administrative and secretarial assistance in the preparation of notes, briefings, presentations.Prepare/finalise letters and organise appropriate approvals and signatures.Manage the process of distribution of Management Committee and Board of Directors Notes, following the different deadlines with the authors of the notes.Assist in the coordination and delivery of SG opinions.Collect incoming enquiries and, according to priority, answer directly or allocate it to the appropriate persons.Contribute to the development or revision of procedures and processes, under the guidance of the Head of Division, Heads of Unit and Senior Officers, and coordinate the regular division's reporting activities (critical reports, EUC declaration cycle, business continuity, etc...) complying with deadlines. Provide administrative support on EIF and EBRD matters, working closely with the strategic shareholding unit team (organising high level meetings, drafting correspondence, coordinating and formatting briefings, archiving documents, contributing to board meetings and annual meetings' preparation).Coordinate the team's calendar, events schedule and participation in meetings, such as Management Committee.Assist in the preparation of various events, including for travel arrangements and regular division meetings, outing/away days; prepare agendas of meetings and take notes/prepare minutesUpdate of databases, relevant intranet pages, prepare spreadsheet, presentations and statistical reports.Enhance and maintain rigorous electronic filing; be the GED coordinator within the division.Greet and provide general support to visitors and take care of newcomers' integration for any aspect related to IT equipment and accesses, logistics, etc. as well as for departures. Provide guidance to newcomers about EIB procedures and IT tools.Act as mutual back-up with the other operational assistants in the division, also coordinating respective absences where necessary.Qualifications:
Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant fieldAt least 5 years professional experience in an administrative support roleGood knowledge and understanding of the Bank's activities and organisational structureGood knowledge of the Bank 's standard office tools (Word, Excel, PowerPoint, GED, Notes)Proof-reading and presentation skills would be an advantageProven good communication, teamwork, and problem-solving skillsStrong organisational and time-management skillsExcellent knowledge of English and/or French, with a good command of the other. Knowledge of other EU languages would be an advantage.Source:
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