Senior/principal Operational 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 Legal Directorate (JU), Legal Department, EU Operations (OPS-EU), Italy, Malta, Greece and Cyprus Division (IMGC) at its headquarters in Luxembourg, a **Senior/Principal Operational Assistant.**

**This is a full time position at grade 2/3 for which the EIB offers a permanent contract.**

**_ Panel interviews are anticipated for end of September 2023. _**

**Purpose**:
The Senior/ Principal Operational Assistant will perform a wide range of operational support, administrative and secretarial duties for the Division. The jobholder will share responsibilities with other assistants in the Division.

**Operating Network**:
You will report to the Head of Division and will work with all Division members (lawyers and assistants), other Directorates and interface with external contacts to support the Division's operations.

**Accountabilities**:

- Provide administrative support on all legal documentation in collaboration with the Division's lawyers, including preparation of execution versions of contracts, processing of originals, follow-up with counterparts and other EIB operational directorates, notifications of signatures and document filing.
- Edit and proofread all outgoing documents in terms of compliance with administrative procedures and ensure quality control of documents.
- 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 and contribute to improve key records management processes in the Division and the Department.
- Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings.
- Build and maintain good relationships with internal and external counterparts.
- Provide ad-hoc assistance for cross-Division projects and activities as required.
- Ensure back-up to colleagues to guarantee continuous business support.

**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.
- At least 5 years of relevant, professional post-qualification experience (i.e., in similar or related tasks); experience acquired as administrative/operational assistant. Experience in in a law firm is an advantage.
- 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. Knowledge of other EU languages would be an advantage (particularly Greek).
- Native proficiency of Italian.

**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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