Senior/principal Coordination Operational Assistant

The **EIB**, the European Union's bank is seeking to recruit for its Human Resources Directorate (HR)* - HR Coordination - DG Office Division (COORD) at its headquarters in Luxembourg, a **Senior/Principal Coordination Operational Assistant**. **This is a full-time position at grade 2/3.

(*) New name following upcoming reorganisation
- (**) Internal benchmark: _**_Senior/Principal Operational Assistant_**
- Panel interviews are anticipated for _end of January 2032._

**The term of this contract will be 4 years.**

**Purpose**:
The Senior/Principal Coordination Operational Assistant, internally referred to as the Senior/Principal Operational Assistant executes a wide range of administrative and coordination duties in order to contribute to the smooth running of the HR Coordination activities, with a particular focus on GED “super-user” and support to Document Management for the HR Directorate, Security and Information Classification project, as well as administrative support with Procurement and Coordination activities.

**Operating Network**:
You will report to the Head of HR Coordination Division and work in close collaboration with colleagues from the HR Coordination (DG Office) and with the HR Interface of the Directorate.

**Accountabilities**:

- Provide administrative support to the Head of Division and to the Coordination Division mainly for organisation of meetings, communication within the division, preparation of documentation (agenda, presentations, minutes), intranet updates (e.g. who-does-what / organisational chart)
- Provide administrative support to the Procurement team of the HR Directorate, this includes:

- Follow-up of the signature process, the sending (electronic and by courier) and filing/ archiving (in Dashboard/PPST Fin/GED/EIB Archives) of HR contracts, Framework agreements, call-offs and addenda.
- Preparation of monthly HR contract report.
- As GED “super-user” for the HR Directorate, support the GED Coordinators within HR, offering advice on how to structure the Institutional Workspaces and concrete questions. Raise awareness of risks or inefficiencies brought about by indiscriminate or disorderly retention of documents within shared workspaces.
- Act as Coordinator for HR’s Knowledge Centre and HR’s Template Area. Add templates in the Templates Area on behalf of the Portal Editors. Train Portal Editors on where to save related resources in GED, insisting on the importance of naming conventions.
- Act as Stewart for HR in the context of the new Security and Information Classification project. This includes:

- coordinate the implementation of the information classification policy acting as contact on matters of information classification, promoting best practice and overall consistency
- organise guiding & training for HR staff members
- Coordination of the Institutional Workspace. This includes:

- manage permissions and access rights to sensitive content and provide assistance for security governance to the members of the IW or direct team
- perform the GED annual reviews and keep track of changes of Members, Guests or Coordinators
- encourage periodical revision and e-cleaning upon departure
- As designated Group Leader of Decentralized User Groups, add or remove users from Groups as necessary.
- Administrative support mainly for: organisation of meetings, preparation of documentation (agenda, presentations, minutes)
- Act as back-up for the management of IT accesses and office space management for HR staff members
- As part of the further evolution of the HR Coordination, the scope and content of the role, or elements thereof, may change

**Qualifications**:

- Secondary level education, complemented with a 2-year certification in a relevant field (HR, secretarial studies, economics, business administration)
- At least 5 years of relevant professional experience, of which some acquired in an administrative environment, preferably in the field of Human Resources
- Excellent command of English and/or French(*). Knowledge of other European Union languages would be an advantage

**Competencies**:

- Find out more about EIB core competencies _here

LI-DNP