(Senior) Administrative Assistant

il y a 2 semaines

Luxembourg European Investment Bank Temps plein

**The EIB**, the European Union's bank, is seeking to recruit for its **Portfolio Management and Monitoring Directorate (PMM) - Transaction Management Department (TM) - Restructuring & Resolutions Division (RR)**, at its headquarters in Luxembourg, a **(Senior) Administrative Assistant.**

**This is a full-time position at grade 1/2 for which the EIB offers a permanent contract.**
- Panel interviews are anticipated for end of June 2023._

**Purpose**:
You will provide administrative assistance to the Head of Division and other colleagues in the team, acting under the guidance of the team’s Operational Assistant, with the objective of (i) contributing to the efficiency and performance of the team’s overall activity, (ii) safeguarding consistency in the quality of documents issued and (iii) facilitating the smooth operation of the Division and its interactions with other Services as well as external clients.

**Operating Network**:
You will report to the Head of Restructuring and Resolutions Division and will work with all members of the Division (restructuring officers, two Heads of Unit and other assistants); you will also have extensive contact with other directorates and external contacts.

While the Division’s Operational Assistant covers regular and ad hoc reporting, procedural and operational requirements of the Division, you would be responsible for the day-to-day running of the team, working seamlessly with and under the guidance of the Head of Division and Operational Assistant to quickly master the particular needs of the Division and adapt to its working environment.

**Specific Post Environment**:
The Portfolio Management and Monitoring Directorate (PMM) monitors counterparts and contracts and acts on contractual events under its responsibility, as well as on distressed transactions, to protect EIB's financial interests and reputation. The Directorate is responsible for the Financial Monitoring, Event Resolution and Restructuring of (i) EU/non-EU debt counterparts, (ii) equity funds, equity-type and subordinated instruments after disbursement/investment or signature, as applicable (iii) distressed transactions restructuring and recovery. PMM is also responsible for developing and updating Bank-wide Financial Monitoring guidelines.

PMM/TM/RR is the Division responsible for the (i) handling and restructuring of the Bank’s impaired EU and Non-EU operations / counterparts as well as the (ii) resolutions related to selected post signature events requiring a more intensified handling. The PMM/TM/RR division is responsible, together with a dedicated RM division, for the co-ordination of the Watch List and Internal Defaults. PMM/TM/RR proposes the Bank’s specific provisions, which are validated by FC.

**Accountabilities**:
Provide support to the divisional activities in an autonomous and proactive way, inter alia by:
Upon request, assisting the Head of Division and Restructuring Officers during event resolutions and in the follow-up and intensive care monitoring of projects (in close coordination with the other Directorates participating in the process), which may include:

- Assisting with preparation, approval, and reporting regarding Notes to MC (via SmartNote Application), Notes to the Board of Directors, Notes to File, presentations to the Audit Committee or the Risk Policy Committee and any other internal reporting documents
- Finalising, distributing and filing documents and reports prepared by Restructuring Officers
- Managing the Head of Division’s agenda
- Managing external mail
- Managing team members’ missions, including preparation of travel authorisations, mission expenses and visas, and liaising with the Bank’s travel agency and Mission Security Desk
- Managing preparation of invoices and credit notes, meeting room reservations, translation requests and distribution of incoming mail and faxes
- Assisting Restructuring Officers in updating and organising contacts
- Assisting in organising video and telephone conference calls together with logistics of client meetings at the Bank
- Occasionally preparing presentations (Power Point)
- Providing guidance to Divisional staff on administrative/operational procedures; identifying improvements in existing methods and processes.

**_ Teamwork:_**

There is a requirement to liaise closely with the Director’s and Director General’s assistants. Smooth cooperation with other assistants and members of the Department and Directorate is considered essential; when appropriate, training new colleagues on Bank procedures and processes, contributing to a good working atmosphere within the Division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives will all be key in ensuring quality of delivery.

**Qualifications**:

- Secondary level education, completed with a 2-year certification in a relevant field or secondary level education with equally qualified e

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