(Senior) Administrative Assistant

il y a 4 semaines

Luxembourg European Investment Bank Temps plein

The **EIB**, the European Union's bank, is seeking to recruit for its Operations Directorate (OPS), Central and South Eastern Europe Department (CSEE), Public Sector Division (3-PUB SEC) 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 March 2023_. _

**Purpose**:
The (Senior) Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in the Division, with the objective of contributing to the efficiency and performance of the Division's overall activity.

**Operating Network**:
The (Senior) Administrative Assistant will report to the Head of Division and will work in close cooperation with the other Divisional assistants. Extensive contacts with the other Divisions and Departments within OPS are required as well as interface with other Directorates.

**Accountabilities**:
Projects origination process:

- Assist loan officers in updating and compiling business information and organizing contacts

Lending process:

- Assist the Head of Division and loan officers during the lending process (in close coordination with the other Directorates participating in the process)
- Finalize, distribute and file project cycle documents (PIN, AFS, Board reports), notes and reports prepared by loan officers
- Oversee the administrative coordination of the whole lending procedure (monitoring of deadlines, organization of meetings, appointments and business trips for the loan officers) Handle telephone contacts with clients, organize client meetings and follow project information flow
- Prepare briefings for signature events in coordination with the Loan Officers and the services
- Handle correspondence and draft cover letters

Optimization of operating tools and working methods:

- Keep the Division's pipeline of transactions up to date; monitor, that procedures are followed during the lending process and inform the Division's team about updates; input data in the GED

Organize meetings and missions and loan officers' participation in conferences:

- Maintain appropriate filing of electronic (notably in GED) and paper documentation
- Maintain IT systems up to date, generate reports as requested and ensure proper accesses for the team. This includes Business Objects (budget and statistics), pipeline, GED Institutional Workspace, Serapis, shared mailboxes and distribution lists.

Teamwork:

- Manage together with the Assistants' pool the shared mailbox and telephone coverage and promptly respond to requests
- Cooperate with the other secretaries and members of the Department; when appropriate train new colleagues on Bank procedures and processes, contribute 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

**Qualifications**:

- Secondary level education, 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 field.
- At least 3 years of relevant professional experience
- Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
- Excellent knowledge of English and/or French (*), with a good command of the other. Knowledge of languages of the region in which the Division operates (Hungarian, Romanian, Bulgarian, Czech or Slovak) would be an advantage.

**Competencies**:

- Find out more about EIB core competencies _here
- (*) Unless stated explicitly as a required qualification, an excellent 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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