Senior/principal Operational Assistant

**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 Group Corporate Services Directorate (GCS),** **Coordination and Strategy Division (C&S) at its headquarters in Luxembourg, a **Senior/Principal Operational Assistant - EIB Cercle**.**

**This is a full-time temporary position at grade 2/3.**

**The term of this contract will be 1 year; **_as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen._**
- _internal benchmark Senior/Principal Operational Assistant _

**_Panel interviews are anticipated to start at the end of April. _**

**Purpose**:
You will provide day-to-day operational and administrative assistance to ensure the efficient and optimal functioning of the EIB Cercle, whose mission is to promote cultural, sporting and leisure activities within the EIB Group.

**Operating Network**:
In collaboration with the other Officer supporting the EIB Cercle you will work closely with the Cercle Administrator and Budget Analyst, the Cercle President, the Cercle Executive Committee, and the leads of various Cercle Clubs.

**Accountabilities**:

- Provide support with the Cercle Administration (ex. Committee meetings, AGM) and administrative support to the Cercle Executive Committee.
- Assist with the creation of new Cercle clubs, manage club membership requests, and maintain ongoing interactions with the existing clubs. Monitor the reliability of statistics on Cercle memberships.
- Support the outreach to EIB newcomers and keep the newcomer pamphlet up to date.
- Support the implementation of general Cercle actions and policies, in particular the Cercle’s climate action plan by working closely with the Senior Cercle Administrator.
- Assist with the organisation of specific events (ex. Cercle Open Day, Arts Exhibitions, EIB Games).
- Represent the Cercle Office in the Health & Safety Joint Committee, while reporting on key issues to the Cercle President.
- Ensure regular checks, and follow-up with the relevant internal services, for the continued good maintenance of sports facilities.
- Serve as a back-up for the Cercle Administrator in charge of the Cercle accounts with proper training to provide support for Cercle and club-level budget and accounts. Liaise with club Treasurers, Internal Audit, Cercle Treasurer, Budget Committee and the Bank’s Administration.
- Continuously seek for opportunities to improve ways of working, including streamlining and automating processes (ex. memberships, accounting).
- Display strong collaboration and good communication at the level of the Cercle Office and vis-à-vis Cercle stakeholders.
- When needed, ensure integration and on-the-job training of new colleagues.
- Ensure full back-up of other Operational Assistants supporting the Social Bodies during their absence to guarantee business continuity when necessary.

**Qualifications**:

- Secondary level diploma preferably in a relevant field
- At least 5 years of relevant professional experience in a secretarial or operational position in a relevant field
- Strong organisational and planning skills
- Very good knowledge of standard IT & office tools (Word, PowerPoint, Excel, Outlook)
- Excellent verbal and written English and/or French with a good command of the other. Knowledge of other EU languages would be an advantage.

**Competencies**:

- Find out more about EIB core competencies _here

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