Senior) Operational Assistant with Spanish or Portuguese Language

This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.
The **EIB**, the European Union's bank, is seeking to recruit for its Legal Directorate (JU) - EU Operations Department (OPS-EU) - Spain and Portugal Division (ESPT) at its headquarters in Luxembourg, **a (Senior) Operational Assistant**with Spanish or Portuguese Language.**

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

**The term of this contract will be for one year;**as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen.**
- Panel interviews are anticipated for end of March._

**Purpose**:
As (Senior) Operational Assistant you will execute a wide range of duties in relation to both operational and administrative matters in order to contribute to the optimal functioning of the directorate.

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

**Accountabilities**:

- Provide administrative support in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements and contractual modifications)
- Ensure follow-up of all procedures, both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED - Livelink), handle notes and other memoranda) and ensure quality control of documents
- Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars
- 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
- Build and maintain good relationships with internal and external counterparts
- Ensure back-up to colleagues to guarantee continuous business support

**Qualifications**:

- Secondary level diploma. Formal secretarial training is a distinctive advantage
- At least 3 years of relevant professional post-qualification experience (i.e. in similar or related tasks); experience acquired as secretary/administrative assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage
- Very 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, Spanish and/or Portuguese (oral and written) is required; good knowledge of French would be an advantage

**Competencies**:

- Find out more about EIB core competencies _here

To find out more about our eligibility criteria click here

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