The EIB, the European Union's bank is seeking to recruit for its Group Risk & Compliance Directorate, Office of the Group Chief Compliance Officer (GR&C-OCCO) at its headquarters in Luxembourg, a (Senior) Administrative Assistant.
This is a full time temporary position at grade 1/2.
The term of this contract will be until 15th December 2025.
Panel interviews are anticipated for August 2023.
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Purpose
You will provide secretarial and administrative assistance to the Compliance teams in order to contribute to the efficiency and performance of their overall activity.
Operating Network
The successful candidate will report to the Group Chief Compliance Officer and act under the guidance of the Senior Executive Assistant. S/he will maintain strong, positive working relationships with colleagues at all functional levels both within GR&C as well as broadly at Bank level.
The post requires discretion, confidentiality, flexibility, and the ability to prioritise and multi-task.
Accountabilities
- Coordinate and perform a diverse set of administrative tasks for the Compliance teams including mail/document control and distribution, filing, diary scheduling, organization of events, update of the shared calendars, GED management, update of distribution lists, preparation of documents for signature etc.
- Keep statistics and work plans up to date; monitor the thorough follow-up of procedures and action points
- Assist in the preparation, finalization and distribution of letters, notes, reports, and presentations prepared by staff, ensuring the accuracy of data, in terms of grammar and format, applying effective proofreading
- 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 team in order to facilitate the timely implementation of tasks and a smooth flow of information
- Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc.
- Assist in the preparation of missions for conferences, training, projects, etc., taking care of travel arrangements and checking travel expenses for the team, preparing the required documentation and information as well as any relevant follow-up
- Assist the teams with the preparation, approval, reporting and dispatch regarding Notes to MC (via Smart Note Application), Board of Directors reports or presentations, Notes to File, presentations to the Audit Committee, the Working Group Tax & Compliance or the Risk Policy Committee and any other internal reporting documents
- Occasionally prepare presentations (Power Point)
- Follow-up of internal and external communication addressed to all GR&C staff and/or assistants, ensure the correct business correspondence procedure is applied
- Help to handle the daily incoming requests from the various mailboxes of the different divisions
- Ensure back up when required to guarantee continuous business support within GR&C-OCCO
Qualifications
- Secondary-level diploma, complemented with a 2-year certification in a relevant field (e.g. Business Administration, Economics or Communications) or secondary level diploma with equally qualified experience in a relevant field.
- Minimum 3 years of relevant professional experience at senior support level,
- Strong sense of responsibility and initiative and good organizational skills.
- Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability
- Excellent knowledge of standard office tools, particularly Word, Excel and PowerPoint
- Knowledge of the Bank’s archiving and reporting tools in particular, Business Objects and GED would be considered a distinct advantage.
- Excellent knowledge of English and/or French (*) with a good command of the other.
- A strong sense of discretion and confidentiality
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: 19th July 2023
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