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Full-time Administrative Assistant

la Banca Europeana de Investitii in Luxembourg

Job ID: 100812
Entity: European Investment Bank
Location: Luxembourg
Full/Part Time: Full-Time
Regular/Temporary: Temporary

The EIB, the European Union's bank, is seeking to recruit for its Directorate for Lending Operations in Europe (Ops A) - New Products and Special Transactions Department - JESSICA and Investment Funds Division - Holding Funds and Advisory Southwest Europe Unit at its headquarters in Luxembourg, an: Administrative Assistant

Appointment will be made on the basis of a fixed term contract of two years (2) years

Specific Post Environment
JESSICA stands for Joint European Support for Sustainable Investment in City Areas and is an initiative of the European Commission (DG REGIO) and CEB in cooperation with the EIB to promote sustainable investments and growth in urban areas.It intends to provide Member States and Managing Authorities with tailored solutions to finance a wide range of urban renewal and development projects that form part of integrated and sustainable urban development plans.

Under JESSICA, Member States are able to use some of their Structural Fund allocations, primarily from the European Regional Development Fund (ERDF), for direct or indirect investment in Urban Development Funds (UDFs), which use the funding to accelerate investment in urban areas. Member States can also establish Holding Funds to provide finance to UDFs.

Operating network
The Administrative Assistant will report to the Head of Unit and will provide comprehensive secretarial/administrative support to the members of the team who work in close collaboration with all other Directorates/Departments involved in the development and delivery of JESSICA mandates as well as external organisations and clients.

The secretary/assistant will perform a wide range of office support and secretarial duties with appropriate initiative and independence, including:
Ensure the overall administrative coordination of the Unit's activities
Scheduling the diaries of the team members of the Division, screening, routing and coordinating phone calls, taking and forwarding messages, setting up conference calls
Handling incoming and outgoing correspondence
Maintaining various databases and filing systems
Coordinating business trips, taking care of travel arrangements and checking travel expenses for team members
Assist in formatting, editing and proofreading documents (letters, notes, reports, graphs and presentations) as well as their finalisation, distribution and filing
Set up and maintain appropriate scanning/filing/archiving of electronic (notably in GED) and paper documentation, as well as ensure data quality, to enable easy access and retrieval of data/records
Undertake ad hoc research on Internet and/or other sources and prepare presentation material
Liaise with counterparts in the EU Commission, financial institutions, clients etc.
Coordinate with the other Administrative Assistants of the Department and those of the Bank more widely, contributing to a good team spirit and providing back up to other Administrative Assistants in the Division

Secondary level education, ideally complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration)
At least 3 years relevant professional experience
Good knowledge of the Bank's organisational structure, processes and procedures (more particularly of lending operations)
Excellent knowledge of standard MS Office Tools (Word, Excel, Powerpoint). Knowledge of Business Objects would be an advantage
Excellent knowledge of written and spoken English and good knowledge of French; knowledge of other EU languages, especially Italian, Portuguese and/or Spanish, would be an advantage

Excellent organisational skills e.g. meeting deadlines, prioritising, co-ordinating and working under pressure
Ability to draft routine correspondence and edit materials including presentations
Team player with good interpersonal and communication skills
Ability to work reliably and accurately under pressure
Ability to perform in an evolving environment, and to learn and adapt rapidly to change
Flexibility and availability

Deadline for applications: 27th September 2013.
For more details and to apply, please go to https://erecruitment.eib.org selecting Job ID 100812.
Source: eib.org.

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