The EIB, the European Union’s bank, is seeking to recruit for its Secretariat General (SG) – Shareholder Relations and Institutional Matters Department (SR&IM) – Institutional Representation Division (IRD) – External Offices Unit (EO) located in the EIB External Office in Vilnius, Lithuania, an Office Manager in Vilnius*.

This is a full-time position at grade 2/3 for which the EIB offers a permanent contract in Vilnius, Lithuania.

*internal benchmark Senior/Principal Operational Assistant

Panel interviews are anticipated for beginning of January 2025.

Purpose

As an Office Manager, you will provide secretarial support to Heads of Office in Riga, Tallin and Vilnius, as well as to visiting MC Members, Senior Management and other EIBG professionals based or visiting the office and ensure the day-to-day administration of the three Baltics offices, the efficient organisation of the offices and the timely completion of tasks.

Operating Network

You will work under direct hierarchical supervision of the Head of Office in Vilnius and the functional one of the Heads of Office in Riga and Tallin, and will provide general support to resident and visiting EIBG staff.

The Vilnius Office currently hosts 2 resident EIBG staff members.

Based in Vilnius, some travelling to Riga and/or Tallinn may be required, e.g. in case of high-level visitors, or special events

Internal contacts: Mainly with IRD Luxembourg Team, SG Coordination and other services, including but not limited to Procur, OCCO, BLD

External contacts: Mainly with service providers, but occasionally also Ministries, Public entities, EIB counterparts

Accountabilities

Office Management:

• Provide office support and secretarial/administrative assistance in order to contribute to the effective day-to-day running of the Offices in the three Baltic States
• Execute administrative tasks, notably financial administration of the offices: handling and follow-up of book-keeping, logistics and monthly reporting to the Heads of Office, supervising payments to suppliers, liaising with relevant staff in Luxembourg and ensuring timely input, validation and reporting to the Heads of Office
• Handle autonomously the offices’ relationship with all vendors/service providers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, and relevant services, managing the respective contracts in close collaboration with internal counterparts and trigger the contract renewal and/or procurement process in cooperation with PROCUR and BLD colleagues.
• Management and interface with the various departments concerned at Headquarters for telephone equipment, computers, video conferencing system, IT access rights, etc
• Keep track in a cost-efficient manner of the office supply inventory and ensure all necessary offices’ insurances are kept up-to-date
• Assist in keeping the office manuals up to date
• Assist in the organisation of EIBG related events in the three Baltics states, travelling when necessary

Accounting:

Under the supervision of the relevant Head of Office and with his/her approval:

• Management of all accounting aspects of the relevant office in liaison with the Accounting Department at Headquarters
• Administrative management of the offices’ bank accounts and cash management
• Monitoring of VAT records with the Ministry concerned
• Administrative management of payments of supplier invoices (quotes, orders and deliveries)

General Administration Support:

• Management of incoming telephone calls and correspondence
• Organise and follow up diaries and organisation of internal and external meetings
• Responsible for the travel arrangements (TA) and expense reports (ER) of expatriates as well as the local team, if relevant
• Provide general administrative assistance to MC Members, Senior Management and EIB personnel on business trips in the region, in coordination with secretariats in Luxembourg
• Secretarial tasks (document archiving, etc..) for the Heads of Office and other EIBG staff based in the Offices
• Purchasing of office supplies
• Assist the Heads of Office in dealing with ad-hoc extraordinary requests from the Headquarters (from SG, HR, BLD)
• Liaise with the other Office Managers in your area to exchange experience and best practice
• Provide support to and, if necessary, replace other assistants within the division (including other Office Managers)

Qualifications

• Secondary level diploma, completed with a 2-year certification in a relevant field (secretarial studies, business administration) or secondary level diploma with equally qualified experience in a relevant field
• At least 5 years of relevant professional experience preferably in office management, accounting, or administrative support of which at least 3 years in international banking, finance or relevant institutions.
• Excellent knowledge of the standard computer tools, particularly GED, Word, Excel, Power Point and PeopleSoft
• Excellent knowledge of written and spoken Lithuanian and English; French and other Baltic languages would be considered an advantage.
• Good communication and interpersonal skills
• Excellent knowledge of English and/or French (**), with a good command of the other.
• Excellent knowledge of written and spoken Lithuanian. Other Baltic languages would be considered an advantage.

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria click 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.

Additional information:

The remuneration of staff hired directly at a post in an external office within the EU may be adapted to the costs of living of the respective country. Please follow the link We invest in you.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. 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, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition 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: 17^th December 2024

#LI-DNI

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements