(Senior) Corporate Secretariat Officer

The **EIB**, the European Union's bank, is seeking to recruit for its Secretariat General (SG), Governing Bodies Department (GB), Shareholding Relationships Division (SR), Board of Governors/Board of Directors Secretariat Unit (BoG-BoD Sec) at its headquarters in Luxembourg, a **(**Senior) Corporate Secretariat Officer**. **This is a full time position at grade 5/6.

**The term of this contract will be 4 years.**
- Panel interviews are anticipated at the beginning of December._

**Purpose**:
As a (Senior) Corporate Secretariat Officer you will perform corporate secretariat activities for the Board of Directors (BoD) and Board committees. You will be responsible for ensuring the integrity of the governance framework and assisting Board members in fulfilling their statutory role, in order to contribute to EIB Group objectives.

This is a unique role that will provide you with an overview on the Bank’s transversal activities, and the opportunity for ownership of the entire process with visibility and collaboration across other business lines within the Bank.
To be successful in this role you must demonstrate strong organisational, analytical and problem solving skills, in addition to sound judgement and the capacity to understand and communicate complex debates in a clear and concise manner.

**Operating Network**:
As a (Senior) Corporate Secretariat Officer you will report to the Head of the Board of Directors Secretariat Unit. You** **will work with a high degree of autonomy and initiative under general direction of the Head of Unit and in close cooperation with other team members of the unit and division.

You will work closely with colleagues from all EIB Group’s Directorates and have contacts with Board members.

**Accountabilities**:
You will be responsible for administering, under strict deadlines, the decision-making process of the Board of Directors, and of Board committees, and for the quality control of the area of responsibility, especially covering the following activities:

- Organise BoD meetings and Board committees according to the Rules of Procedure ensuring that all information and documents are shared in a timely manner, handled and processed with extreme care given their confidential nature;
- Draft speaking notes, annotated agenda, briefings, correspondence and other documents such as policy papers with a focus on governance matters, as needed;
- Attend BoD meetings and Board committees to provide the necessary support to the Chairperson, the Secretary General and Board members, and ensure that meetings are held in accordance with rules; Take notes during meetings and draft minutes;
- Provide analysis related to governance and implement governance changes when required, affecting the role and functioning of Governing Bodies, or of EIB in its shareholder role;
- Establish the relevant reporting to communicate Board decisions, actions points and follow-up their implementation and/or public disclosure;
- Communicate effectively with members of the Governing Bodies, to keep them abreast of the necessary information.

The role also comprises coordination, procedural and project management tasks:

- Coordinate with all relevant EIB Group services the preparation and update of the Board work programmes;
- Ensure that all publicly available documents are posted in a timely manner on EIB website, and contribute to communication activities valuing the role and activities of the Board of Directors and its Committees
- Monitor the evolution of corporate governance standards and provide analysis. Propose, implement and manage existing and new projects and initiatives in order to streamline and improve internal procedures, secretariat processes, IT systems and working tools; you will update procedure manuals also taking into account internal control framework;
- Provide guidance to junior officers and administrative assistants in the execution of Secretariat activities;
- Support other Governing Bodies if required.

**Qualifications**:

- University degree (preferably at postgraduate level) in a field related to Corporate Governance, Law, Business Administration, Finance, Risk Management or relevant areas;
- At least 5 years of relevant professional experience in areas relating to relationships and project management activities ideally working with corporate secretariat matters;
- Experience in supporting Board of Directors or other governing bodies/management in public organizations or private sector companies;
- Very good understanding of the EIB mission, objectives and activities;
- Very good understanding of the institutional and political framework in which the Bank operates;
- Very good knowledge of the statutory texts, policies and procedures governing the EIB;
- Some knowledge in the domains of lending, finance, economics would be an advantage;
- Sound judgement and the capacity to understand and communicate complex debates in a clear and concise manner;
- Excellent drafting skills;
- Excel