Senior Operational Assistant – European Investment Bank (EIB)

The European Investment Bank (EIB) Campus is composed of three owned buildings (EKI, WKI and Crèche) and several rented buildings on the Kirchberg plateau (EIB Training centre, BHK, President and IAK buildings) with a total net office area of +/- 180,000 m².  The EIB Group has representation/liaison offices in a number of EU countries as well as outside of Europe.

The majority of EIB Group staff are based in Luxembourg, where its buildings accommodate presently +/- 3200 workstations. Further workstations are in the process of being rented in Luxembourg to cope with the EIB growth for the foreseeable future.

The Buildings and Logistics Department (BLD) is composed of three divisions with a total of 54 staff:

• The Facilities Management Services Division (FM-SED), in charge of facilities management services (security and safety, catering / concierge services, FM services desk, mail services, cleaning, parking, mobility and travel management) in Luxembourg. The division manages leases for rented buildings in Luxembourg and projects for external offices
• The Facilities Management Technical Division (FM-TED), in charge of technical facilities management (building maintenance, technical projects, workspace management)
• The Building Task Force, in charge of the construction of an additional on-campus building for 1500 workstations

The Facilities Management Services division is composed of 4 units with a total of 26 staff:

• Security & Safety Unit (SEC)
• Activity Planning & Support Unit (AP)
• Real Estate Management Unit (RE)
• Service Contract Unit (SEV)
• Travel Management Services Team

The Security & Safety Unit is responsible for the physical security and safety of EIB Group staff and buildings in Luxembourg and the EIB Group external offices. It monitors the security of staff in external offices and ensures professional management of incidents and crises. The Unit is composed of a Head of Unit and 4 staff members.

The Senior Operational Assistant – Security will provide operational support on physical security and safety.

Operating Network

The Senior Operational Assistant – Security will report to and work under the supervision of the Head of the Security and Safety Unit and work in close collaboration with the BLD/FM Travel Management Services Team and the Real Estate Management Unit.

Accountabilities

The Senior Operational Assistant – Security will provide support in contract administration and operational support for security processes for external offices and travel management, this may include:

• Liaising on with External Offices, on matters of developing security interest and with Travel Management Services team on developing security situations and advisory measures
• Supporting the development and writing of procedures
• Contributing to the procurement of services and day-to-day contract administration, in line with BLD contract management practice
• Supporting the Head of Unit in assessing the quality and correctness of reports, deliverables and contracts from third parties
• Ensuring filing of relevant contract documents, security cases, policies and procedures
• Contributing to the development of training and communication methodologies for travel and external offices security matters
• Contributing to BLD’s quarterly and annual reporting

Qualifications

• High school diploma complemented with a 2-year specialisation in a relevant area
• At least 5 years of relevant professional experience
• Experience in project management would be an advantage.
• Experience in travel management and preferably with an understanding of security implications for travellers
• Experience in international / foreign security affairs would be an advantage
• Ability to analyse and interpret information/data to produce succinct and accurate reports.
• Ability to draft procedures and ensure alignment with EIB policy, operational practice and strategic direction
• Have a working knowledge of contract management, understanding service levels, performance monitoring and administration
• Good knowledge of the EIB’s organisation and procedures related to procurement and contract management
• Excellent knowledge of Microsoft Office tools
• A knowledge of security systems and/or risk management would be an advantage
• Excellent command of written and spoken English and French*. Knowledge of other European languages would be an advantage

Location: Luxembourg

Application deadline: 10 July 2015

Read more and apply here.