(Senior) Administrative Assistant

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  • Salary:
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  • Posted:
    7 days ago
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  • Deadline:
    December 7, 2022


The EIB, the European Union’s bank is seeking to recruit for its Operations Directorate (OPS), Equity, Growth Capital and Project Finance Department (EGPF), Project Finance East Division (5-PF EAST) at its headquarters in Luxembourg, a (Senior) Administrative Assistant. This is a full-time position at grade 1/2.

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.


You will provide operational support to loan officers in various phases of the lending process and ensure overall coordination and monitoring of special post-approval and/or post-signature events.

Operating Network

The (Senior) Administrative Assistant reports to the Head of Division and works in close liaison with the loan officers of the Department, and interfaces with other directorates, particularly FI and JU, and counterparties (borrowers, guarantors).


Provide specialized assistance at the various stages of the lending process, particularly during the financial closing, disbursement and loan repayment phases, ensuring respect of deadlines, compliance with the procedures and with the terms of loan approvals. This includes:

  • Assistance in the signature and disbursement of closed contracts: interest rate quoting, offer, fixing.
  • Handling of disbursement requests: rate quoting and fixing, assistance in the monitoring of disbursement conditions and covenant compliance.
  • Handling of interest rate revisions or conversions.
  • Follow -up of Serapis alerts on loan and contractual events (signature deadlines, guarantee renewals, allocation or disbursement deadlines) and take required action to solve the events.
  • Follow -up of the situation of arrears and assistance in solving them.
  • Handling of loan prepayment and other borrowers’ requests in line with the procedures and contractual conditions.
  • Quality control and update of data bases for changes in operations after Board approval.
  • Ad hoc assistance on due diligence reviews (basic components).
  • Handling of borrowers’ enquiries about disbursements, payment notices, loan balances, liaising with other directorates (FI, JU), as appropriate.
  • Ensuring document dispatch in multiple bidder PF transactions.
  • Invoicing of fees to borrowers; Research on specific matters in support of operations, setting up Serapis queries, producing statistics and summarizing figures; Client contacts involved in the execution of some of the aforementioned tasks.
  • Actively participate in the integration of future team members by providing guidance and ensuring access to relevant information as well as processes.
  • General administrative and secretarial duties as required, including inter alia, making travel and meeting arrangements and internal and external document preparation and distribution.
  • Assistance in compiling business plan reports and statistics including keeping the SERAPIS database up to date.
  • Liaise with the loan officers of the division to ensure that their administrative needs are met.


  • Certified secondary-level education ideally complemented with a Certificate/Diploma of complementary studies (2 years or more) in a relevant subject (e.g., business administration, accounting, economics, legal, etc.)
  • At least 3 years of relevant professional experience
  • Notions of legal documentation and basic knowledge of accounting or finance would be an advantage
  • Solid knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook).
  • Very good knowledge of English. Knowledge of German or French(*) would be considered as an advantage.


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: 7th December 2022