(Senior) Administrative Assistant

il y a 3 semaines

Luxembourg European Investment Bank Temps plein

The **EIB**, the European Union's bank, is seeking to recruit for its **Human Resources Directorate (HR)* - HR Policies Department (HRPLC) - Compensation and Benefits’ Policy Division (C&BP)** at its headquarters in Luxembourg, a (**Senior) Administrative Assistant**. **This is a full time, temporary position at grade 1/2.
- New name following upcoming reorganisation

**The term of this contract will be 2 years.**
- Panel interviews are anticipated for _January 2023_. _

**Purpose**:
The (Senior) Administrative Assistant will provide secretarial and administrative assistance to the Compensation and Benefits’ Policy Division (60%) and to the Workforce & Resources Planning Unit (40%) with the objective of improving the collection, storage and dissemination of HR knowledge in order to improve the efficiency and delivery of the teams in both the division and the unit.

**Operating Network**:
You will report to the Head of Division, and work in close collaboration with the WRP Unit Head and other colleagues of the C&BP Division and WRP Unit.

**Accountabilities**:

- Perform the administrative tasks related to the activity of the division and unit; maintain the work plan and activities calendar ensuring appropriate follow-up.
- Prepare documents and manage their further distribution/validation in line with the Head of Division's needs and in compliance with EIB's procedures.
- Ensure effective and accurate filing and data management of electronic and hard copy files, documents, data and other information, manage GED accesses and groups, coordinate GED audits.
- Support the team with the Notes system.
- Organize meetings, prepare required documentation (agenda, presentations, minutes) and ensure follow-up).
- Assist with organizing business trips, external trainings and absence management for the Division’s staff (travel arrangements and expenses etc.).
- Assist in follow up on the budget administration for events and programmes.
- Coordinate invoice payments both internally and externally.
- Provide guidance to colleagues on administrative procedures.
- Provide a friendly and efficient primary point of contact for other Personnel colleagues, ensuring excellent contacts at all levels.
- Provide support with tasks such as archiving, document management, and managing translations.
- Conduct general data research where required in the Bank’s systems (GED and legal sources) and Intranet.
- Coordinate with the Director’s secretariat and the secretariat of the other Department Heads, and maintain a good team spirit with other secretaries of the Directorate.

**Qualifications**:

- Secondary level education, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field,
- Minimum 3 years of relevant professional experience in an administrative function, ideally including some experience in HR,
- Excellent communication skills
- Excellent knowledge of standard computer tools (Word, Excel, PowerPoint, intranet editing tools, electronic document management);
- Excellent verbal and written English and French(*) language skills. Knowledge of other EU languages would be considered as an advantage

**Competencies**:

- Find out more about EIB core competencies _here

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