(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 Secretariat General (SG), Bank-wide Projects and Change Management Coordination Division (BPCM) at its headquarters in Luxembourg, a **(Senior) Administrative Assistant.**

**This is a full-time, temporary position at grade 1/2.**

**The term of this contract will be 2 years; **_as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen._**
- Panel interviews are anticipated for _end of April/ beginning of May 2023_. _

**Purpose**:
The (Senior) Administrative Assistant will provide administrative assistance to the Head of the BPCM Division and other members of the team, with the objective of contributing to the efficiency and performance of the Division’s overall activities.

**Specific Post Environment**:
The Division provides direct support, in the form of analyses, review of documents and direct proposals to the Secretary-General and Deputy Secretary-General. Its main purpose is strategy implementation through the design, planning and implementation of Bank-wide projects as well as the resource management of the Directorate.

The Division leads the General Secretariat’s drive for continuous organisational and structural improvements in terms of efficiency, processes and procedures, helping to find modern solutions well adapted to the needs of the growing organization.

Policy and strategic decisions made by the EIB senior management are followed up by the Division, which is responsible for their implementation, through appropriate change management process and project management techniques and methodologies. Implementation of the Internal Control Framework (ICF) and recommendations of the Internal Audit Committee relevant for the Directorate and their follow up Bank wide also fall within the remit of the Division as well as the SG internal communication.

**Operating Network**:
Reporting to the Head of Division, the (Senior) Administrative Assistant will work as part of a team and in close cooperation with the other assistants within SG, and especially within the SG Office. Extensive contacts within and outside the SG Directorate are required.

**Accountabilities**:

- Manage telephone coverage, mail/document distribution, diary scheduling and all other logístical requirements (e.g. travel) for the Division
- Provide assistance in the preparation, finalisation and distribution of letters, notes, reports, graphs and presentations, and ensure respect of relevant deadlines
- Monitor follow-up actions for the projects, notes and reporting of the Division
- Manage the Division’s diaries, general inboxes and workflow in order to make the work of the teams more efficient
- Draft/finalise correspondence on various topics on behalf of the team members, attend meetings and drafts minutes
- Manage updating, plan and maintain internal databases and extract data
- Proactively participate in and propose updates for procedural aspects for improving efficiency of tasks within the Division
- Assist in the preparation and planning for various events (e.g. organising meetings, presentations, conferences, travels)
- Replace other assistants within the Division and/or Directorate, if necessary
- Independently respond to diverse inquiries and make decisions choosing among multiple courses of action according to set instructions or ensure allocation of enquiry to the appropriate person to resolve the issue
- Organise filing systems both electronic and on paper and ensure effective and accurate filing of all electronic and hard copy documents and other information for easy access and retrieval
- Build and maintain effective relationships internally and externally to ensure the good reputation of the Division at all times and enable effective completion of the above activities and processes.

**Qualifications**:

- Secondary level education, complemented by at least 2-year certification in a relevant field (e.g. accounting or business administration) or secondary level education with equally qualified experience.
- At least 3 years’ relevant professional experience.
- Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint). Knowledge of Business Objects and PSFT would be an advantage.
- Knowledge of SG Directorate and EIB’s objectives, policies and procedures would be an advantage.
- Excellent knowledge of English and/or French (*) with a good knowledge of the other. Knowledge of other European languages would be an advantage.

**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 th

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