Operational Assistant – European Investment Bank (EIB)

The European Investment Bank (EIB), the European Union’s bank, is seeking to recruit for its Transaction Management & Restructuring Directorate (TMR) – Counterparty Management Department (CM) – Corporate Division (CORP), at its headquarters in Luxembourg, a:

Operational Assistant

This is a full-time position. 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 successful candidate will provide comprehensive operational support to the Corporates division in TMR/CM, in order to allow and efficient monitoring of EIB lending operations. The tasks will range from participation in IT projects and ongoing development to maintenance / update of electronic tools and databases. In addition, the selected candidate is expected to act a back-up of the senior operational assistant in the Division

Operating Network

The selected candidate will not be assigned to a specific Unit and will report directly to the Head of Division. S/he will cooperate closely with the two other administrative assistants and with the three Heads of Unit and the other team members of the Division. In addition, the post entails regular contacts with and other colleagues outside the Division, in particular other TMR ’s Divisions, the Operations Directorate, the Legal Directorate and the Risk Management Directorate.

Specific Post Environment

The Transaction Management and Restructuring Directorate (TMR) monitors counterparts and contracts and acts on contractual events under its responsibility, as well as on distressed transactions, to protect EIB’s financial interests and reputation. The Directorate is responsible for the Financial Monitoring, Event Resolution and Restructuring of (i) EU and non -EU counterparts, (ii) EU and non -EU fully invested funds and equity as well as (iii) EU and non -EU private sector distressed transactions and (iv) non -EU projects. TMR is also responsible for developing and updating Bank -wide Financial Monitoring Guidelines.

TMR/CM/CORP is the Division responsible for the monitoring of corporates counterparts with active exposure mostly linked to operations in EU, but also encompassing the Balkans, Turkey and other OECD countries. The Division is currently split in three Units.

TMR is the principal user of the New World of Work space, since September 2011.

Accountabilities

Provide support to the divisional activities in an autonomous and proactive way, referring in particular to:

• Ensure the administrative coordination of the various tasks within the Division, including (but not limited to) (i) regular maintenance and update of the Division’s electronic databases, (ii) preparation of the Monthly Monitoring Programme, (iii) regular update of PiRat and Serapis as applicable, (iv) collection of the relevant information for the quarterly dashboard, (v) preparation of Division’s activity statistics, (vi) collection of the information on the watch-list;
• Timely prepare and distribute documents produced by the Division, ensuring high quality editing, formatting and proof-reading and collecting the necessary signatures;
• Follow-up Counterpart Review and Coversheet workflows in SharePoint, follow-up rating validation, alert responsible when necessary
• Assist Financial Monitoring Officers with the creation of docsets and document uploads  in SharePoint if needed;
• Organise meetings, missions and external training sessions (PeopleSoft TAs and ERs);
• Prepare invoices /credit notes in PeopleSoft upon request from an officer, follow-up if requested;
• Maintain the Division’s filing system (mostly electronic in GED and SharePoint) for easy access and retrieval, including scanning and archiving documents according to the applicable procedures;
• Handle any other necessary secretarial tasks, as requested by the management;
• Ensure mutual back-up with the other divisional assistant.

Qualifications

• Certified secondary-level education
• Minimum 3 years of relevant professional experience
• Proficiency in SharePoint would be an advantage
• Excellent knowledge of the Bank’s standard IT tools (particularly SERAPIS, GED, Business Objects and MS Office Tools (Word, Excel, PowerPoint))
• Fluent in English and/or French, and a good command of the other language. Knowledge of other EU languages would be a distinct advantage

Competencies

• Strong interest in IT systems,
• High developed sense of responsibility and initiative
• Strong interpersonal skills and excellent team spirit
• Flexibility and adaptability, availability to work flexible hours, sometimes ·  in case of emergency – outside core hours
• Ability to work reliably and accurately under pressure
• Self-organisation and prioritisation capacity, with rigorous respect of deadlines
• Quality focus and attention to detail
• Good oral and written communication skills

Location: Luxembourg

Application deadline: 03 July 2015

Read more and apply here.