European Investment Bank: Administrative Assistants

The EIB, the European Investment Bank, is seeking for its Operations Directorate (Ops) at its headquarters in Luxembourg Administrative Assistants

Kategória:
Pracovné ponuky
Miesto:
Luxemburg
Deadline:
07.04.2017

Appointments will be made on the basis of fixed term contracts between one and four years at grade 1/2

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.

This is a preliminary campaign in order to create a reserve list for current and future vacancies.

Applications will undergo an initial screening and short-listed candidates will then be held in reserve for up to 3 months from advert expiry date, during which time they may be called for interviews and selected for a specific vacant post.

Purpose

The Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in a team of one of the Departments in the Operations Directorate (Ops) with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

The Administrative Assistant will report to the Head of Division to which (s)he will be assigned and will work with all members of the Division (loan officers and assistants) as well as interface with other Departments and Directorates.

Accountabilities

Lending process:

  • Handle the administrative coordination of the whole lending procedure (monitoring of deadlines, organisation of meetings, appointments and business trips for the loan officers and the Head of Division)
  • Prepare briefing papers for meetings and business trips
  • 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
  • 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:

  • Keep statistics and work plan 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 in countries covered by the Division

Teamwork:

  • Cooperate with the other Assistants and members of the Department; 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, smooth flow of information and achievement of objectives

Qualifications

  • Secondary level education, ideally complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration)
  • At least 3 years of relevant professional experience in providing administrative support
  • Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
  • Excellent knowledge of written and spoken English and a good command of French(*).  Knowledge of other European languages would be an advantage.

 

Competencies

  • Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
  • Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
  • Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
  • Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting  with integrity in ways that promote the organisation’s mission, policies and rules.

 

(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in one of the two languages. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of the relevant language 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

Deadline for applications: 7th April 2017

Due to the large number of applicants for general campaigns of this kind, you are invited to carefully assess the requirements and apply only if you are sure to fully meet them. Please consider that the language requirements are very important and are a pass-or-fail criterion of selection.

We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability. 

 

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