The EIB, the European Union’s bank, is seeking to recruit for its Secretariat General (SG) – Institutional Strategy Department (IS) – EIB External Representation Division (EER) a:

Office Assistant for the Slovakia, Bratislava office:

Purpose

The Office Assistant will provide office management and administrative assistance to the respective EIB Group Office, with the objective of contributing to the organisational efficiency and performance of the Office.

Operating Network

The Office Assistant will formally report to the Head of Office and will work in close cooperation and coordination with the SG/IS/EER Team at Headquarters. S/he will provide general support to visiting EIB staff, as well as to the Vice President when he is present in the Office.

Accountabilities

Under the supervision of the Head of Office and in in cooperation with the EER Team at Headquarters the Senior / Principal Operational Assistant will perform a wide range of administrative and coordination duties for the Office, in particular in the following areas:

OFFICE MANAGEMENT

• Take full ownership for the management of office administration: ensure efficiency of processes, respect of policies and propose administration and logistics improvement
• Administer the office budget
• Handle autonomously the Office’s relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts. Co-ordinate with the SG/IS/EER Team all IT and Facilities Management-related projects as required
• Oversee in close cooperation with the Head of Office all office service and maintenance contracts, whilst ensuring implementation and quality control
• Keep track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances and kept up-to-date
• Ensure proper management of administrative tasks related to accounting and procurement: input in the EIB administrative system and following-up of book-keeping, payment of invoices, preparation of bank transfers, management of local bank account (if any), local administrative permissions, petty cash,
• Establish and maintain contact with local external providers and building maintenance in order to solve logistic urgencies as well as a smooth planning of the office maintenance
• In general, deal with a variety of requests related to working environment (space planning, services and interventions, moves, equipment, supplies, access rights, etc.)
• Assist the Head of Office in regularly updating the Office Handbook

GENERAL ADMINISTRATION SUPPORT

• Provide secretarial support to the Office, assisting the Head of Office and where there is a local Loan Officer during the lending process and in monitoring of projects.
• Organise and follow-up diaries, meetings, missions and mail
• Handle telephone contacts with clients and channelling contacts to the appropriate persons within the Bank
• Type, edit, distribute and file minutes, reports, presentations and other documents
• Maintain regular contacts with the SG/IS/EER Team at Headquarters
• Handle and update filing systems and databases
• Provide general administrative assistance to visiting EIB personnel
• Assist in any protocol related matters and similar activities
• Organise videoconferences and conference calls, as well as power point presentations

Qualifications

• Secondary level education, completed with a 2 year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
• At least 5 years of relevant professional experience
• Very good knowledge of the Bank's organisational structure, processes and procedures
• Experience with EU policies and procedures would be an advantage
• Excellent knowledge of the Bank's standard office tools, in particular PeopleSoft, Business Objects, Serapis and GED
• Excellent command of English and a good knowledge of French(*). Knowledge of Slovak language is also required.

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 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

It is highlighted that the selected candidate will be requested to comply with Luxemburgish VAT formalities and if benefiting from a VAT exemption will need to reimburse the residual VAT value to the authorities. In addition, the candidate will need to return his/her titre de légitimation, as well as the titre de légitimation of any independents, as requested by the Luxembourg authorities we also draw your attention that there is no legal secondary residence in Luxembourg This means that upon departure you will not be able to keep a car matriculated in the Grand-Duchy and any State allowances or grants may cease, as these may be subject to you being a resident.