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 Operations Directorate, Baltic Sea and Northern Europe Department, Public Sector – Austria, Germany and Nordics Division, Austria and Germany Unit at its headquarters in Luxembourg, a (Senior) Administrative Assistant.

This is a full-time position at grade 1/2 for which the EIB offers a permanent contract.

Panel interviews are anticipated for June 2024.

Purpose

As (Senior) Administrative Assistant, you will provide administrative assistance to the Head of Division, Head of Unit and other colleagues in the team, with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

You will report to the Head of Unit and provide general secretarial/administrative support to the Head of Unit and loan officers of the division.

Accountabilities

Projects origination process:

• Assist loan officers in updating and compiling business information and organising contacts.

Lending process:

• Handle the administrative coordination of the whole lending process (monitoring of workflows and deadlines, internal and external coordination, etc.)
• Assist the loan officers during the lending process and, as appropriate, in the follow up of projects (in close coordination with the other Directorates participating in the process)
• Finalise, distribute and file documents and reports prepared by loan officers
• Draft, finalise and dispatch letters to clients, public bodies and/or other stakeholders
• Handle telephone contacts with clients and follow information flow while loan officers are on mission
• Assist loan officers in updating and organising contacts

Optimisation of operating tools and working methods:

• Monitor and keep statistics and work pipeline up-to-date; monitor that procedures are followed during the lending process; input data in the loans database in view of the preparation of reports and statistics on the Bank’s activity for the operations covered by the Division
• Input and maintain data in the Bank’s counterpart management systems
• Undertake ad hoc research tasks such as Internet searches and data gathering and presentation. Prepare reports and statistics in the areas covered by the Division

Meetings and business trips:

• Organise and proactively schedule appointments, meetings or conference with internal and external participants, book meeting rooms and arrange audio and video conferencing facilities
• Contribute to the organisation of and schedule division/unit events
• Prepare minutes or event summaries
• Welcome external guests and newcomers upon their arrival at the Bank’s premises
• Organise and handle the administrative side of business trips for the Loan Officers, the Head of Unit and the Head of Division
• Prepare briefing papers or presentations for meetings and business trips

Teamwork:

• Cooperate with the other secretaries and members of the Department; assist in coverage for absent assistants or other team members
• When appropriate train new colleagues on Bank procedures and processes
• Contribute to a good working atmosphere within the Division and the Department in order to facilitate the timely implementation of tasks and smooth flow of information

Qualifications

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field
• Minimum 3 years of relevant professional experience in providing administrative support
• Excellent knowledge of MS Office tools (Word, Excel, PowerPoint).
• Knowledge of Business Objects, the Bank’s standard computer tools and lending applications would be an advantage.
• Knowledge of the Bank’s organisational structure, processes and procedures (more particularly of lending operations) would be an advantage
• Excellent knowledge of English and/or French (*), with a good command of the other.
• Excellent knowledge of German is required for this position

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.

“We are an equal opportunities employer, who believes that diversity is good for our people and our business. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation/identity, disability or neurodiversity.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team Jobs@eib.org who will ensure that your request is handled.”

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 16^th May 2024

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