Senior/Principal Operational Assistant

This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support. The EIB, the European Unions bank, is seeking to recruit for its HR Directorate, Employee Relations Division (ER), Employee Relations Procedures Unit (ER-P), at its headquarters in Luxembourg a Senior/Principal Operational Assistant.

This is a full-time temporary position at grade 2/3

The term of this contract will be 1 year; as this is a temporary replacement assignment, no extension or conversion of the contract is foreseen.

Panel interviews are anticipated for June.

The Division is composed of two units and is responsible for legal matters within HR. More precisely, it is in charge of the legal procedures ran by HR (administrative review, Dignity at Work and disciplinary procedures), data protection matters within HR, social dialogue, the drafting/support in the drafting of HR rules and policies, providing legal support on HR matters within HR and Bank-wide.

The Senior/Principal Operational Assistant will execute a wide range of administrative duties in order to contribute to the smooth running of the Employee Relations Division.

The post requires good judgement, flexibility, autonomy and the ability to prioritise and handle several tasks simultaneously, while still exercising a high degree of precision. It also requires extreme sense of confidentiality due to the sensitivity of the information handled.

The Division consists of 15 people. You will report to the Head of Division and you will co-operate very closely with HR lawyers and other assistants in the Division. You will also co-operate with colleagues from other teams in HR and with other teams within the Bank.

• Run the secretariat of all internal HR legal procedures handled by the Division, including:
  • managing the Administrative Review mailbox (organizing it, maintaining it, following up on the emails received and assisting the legal experts in sending adequate replies);
  • filling in the tables tracking the various procedures and ensuring that they are kept up to date, and
  • assisting the legal experts responsible for internal HR procedures with the preparation of the legal documents in relation to the procedures.
• Prepare documents (including letters and administrative decisions), taking photocopies and handling various administrative requests in line with the Divisions operational needs and in compliance with EIBs procedures.
• Maintain proper record/documentation and data quality (e.g. preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.
• Coordinate the reporting process for the Division, sending reminders/requests to collect data, following up on timely reception, centralizing responses ensuring completeness of information.
• Cooperate with the other assistants in the Division and the Directorate and providing back-up as necessary.

• Secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 5 years relevant experience within a HR/legal administrative function handling confidential and legal matters.
• Ability to maintain and ensure respect of confidentiality is a must.
• Excellent knowledge of the Bank’s standard computer tools, particularly GED and MS Office tools (Word, Excel, Powerpoint).
• Excellent command of English and French. Knowledge of other European Union languages would be an advantage.

Find out more about EIB core competencies here

“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: 29th May 2024.