Legal Back Office Support

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Administration
  • Deadline:
    December 13, 2022

JOB DESCRIPTION

The EIB, the European Union’s bank is seeking to recruit for its Legal Directorate (JU), EU Operations Department (OPS-EU), Central Europe Division (CE) at its headquarters in Luxembourg, a Legal Back Office Support*. This is a full-time position at grade 1/2.

*internal benchmark (Senior) Operational Assistant

Panel interviews are anticipated for January 2023

The term of this contract will be 4 years.

The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs, with a possibility to convert to a permanent contract, subject to organisational requirements and individual performance.

Purpose

The Central Europe Division (CE) of the Legal Department of the EIB is composed today of 12 lawyers. It provides legal advice to the EIB in relation to all types of its lending operations (including secured and non-secured transaction, structured finance and restructurings) and with all types of counterparties (from sovereigns, local municipalities and banks to corporate organizations of all sizes and from all eligible sectors).  Central Europe Division is at the heart of lending operations and financial products of the EIB in Central and South-East Europe (Poland, Czech Republic, Slovak Republic, Hungary, Bulgaria, Romania, Slovenia and Croatia).

As a Legal Back Office Support, internally referred to as (Senior) Operation Assistant you will perform a wide range of operational support, administrative and secretarial duties in relation to all stages of transactions. You will share responsibilities with other assistants in the Division.

Operating Network

You will report to the Head of Division, and you will co-operate very closely with lawyers/paralegals in the Division. You will also co-operate with officers and assistants of other Directorates as well as with the EIB’s clients.

Accountabilities

  • Provide administrative support and closely cooperate with 3-4 lawyers/paralegals in the Division at all stages of project cycle, including: preparation of execution versions of legal documents, processing signatures, follow-up with counterparts and external legal counsels, notifications of signatures and document filing and archiving
  • Perform internal processes compliance control in line with administrative procedures for legal directorate
  • Assist with and ensure compliance of procurement procedures for purchase of legal consultancy services and take care of administrative aspects in relation to in-house and external consultants
  • Prepare draft correspondence on various topics for the Division, including notes, reports, presentations
  • Contribute to processes improvements, digitalisation, and records management
  • Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings
  • Build and maintain good relationships with internal and external counterparts
  • Provide ad-hoc assistance for cross-Division projects and activities
  • Ensure back-up to colleagues to guarantee continuous business support

Qualifications

  • Secondary level education, completed with a 2-year certification in a relevant field or secondary level education with equally qualified experience in a relevant field
  • At least 3 years of relevant, professional post-qualification experience (i.e., in similar or related tasks); experience acquired as administrative assistant. Experience in in a law firm, corporate legal function, or any other legal environment, is an advantage
  • 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 and or French(*). Knowledge of any another language of the European Union would be an asset (capacity to communicate and read legal documents in any language from jurisdictions covered by the Division would be a distinct advantage).

Competencies

Find out more about EIB core competencies here

(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank’s working languages

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 unauthorized disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 13th December 2022