(Senior) Operational Assistant
il y a 4 semaines
The **EIB**, the European Union's bank is seeking to recruit for its Legal Directorate (JU), EU Operations Department (OPS-EU) - Spain and Portugal Division (ESPT) at its headquarters in Luxembourg, a **(Senior) Operational Assistant.**
**This is a full-time temporary position at grade 1/2.**
**The term of this contract will be 2 years**.**
- Panel interviews are anticipated for beginning of July 2023._**_ _**
**Purpose**:
As (Senior) Operational Assistant you will execute a wide range of administrative duties in relation to both operational and administrative matters in order to contribute to the optimal functioning of the directorate.
**Operating Network**:
You will report to the Head of Division and work with all Division members (lawyers, paralegals and assistants), other Directorates and interface with external contacts to support the Division's operations.
**Accountabilities**:
- Assist in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements and contractual modifications)
- Assist and ensure follow-up of all procedures both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare 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, managing calendars
- 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 to improve key records management processes in the Division and the Department
**Qualifications**:
- Secondary level diploma, completed with a 2-year certification in a relevant field or secondary level diploma with equally qualified experience in a relevant field
- Formal **secretarial training** is a distinctive advantage
- At least 3 years of relevant professional experience (i.e., in similar or related tasks); experience** acquired as secretary/administrative 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, scanning, and faxing 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.
- Excellent Spanish or Portuguese (oral and written) is required
**Competencies**:
- Find out more about EIB core competencies _here
(*) Unless stated explicitly as a required qualification, a good 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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