Principal Senior Operational Assistant Benefits & Payment

European Investment Bank

Luxembourg, Luxembourg

The Principal/Senior Operational Assistant Benefits & Payment, internally referred to as the (Principal) Operational Assistant, reports to the respective Head of Unit. S/he works in close collaboration with a team of Operational Assistants working on the administration of either benefits (for BEN) or HR related payments (for PAY), with the Analysts of the respective Unit and with other colleagues in Personnel.

Accountabilities:

Execute standard and non-standard tasks of the processes related to benefits and individual rights (for position in BEN) / related to HR Payments (for position in PAY).

The split of tasks will be based on the units’ needs and priorities as well as the strengths of the postholders.

This includes:

Act as focal point of contact for clients providing information in relation to:

  • benefits in general with particular focus on allowances, weightings, supplementary reimbursements and ad hoc situations in order to guarantee a professional client approach with a strict sense of confidentiality (for position in BEN)
  • salaries, pensions and financial benefits, handling issues and enquiries using knowledge of the EIB Group's regulatory framework and processes, in order to guarantee a professional client approach with a strict sense of confidentiality (for position in PAY)

For position in BEN:

  • Act as subject matter expert on benefits for non-standard requests, analyzing each case and either autonomously propose solutions or work on proposals together with the analysts and HoU
  • Ensure that for each case the necessary documentation is provided by the staff member on time, verify the validity and consistency of the documentation
  • Using process knowledge and independent judgement, assess eligibility to allowances case by case in order to contribute to provide a good service to clients in a timely and efficient way and in compliance with the current rules, regulations and procedures. Monitor eligibility in order to assess when the allowance should be stopped or suspended in compliance with the current rules, regulations and procedures
  • Coordinate with other units within HR on all subjects related to benefits on a regular basis

For position in PAY:

  • Interact with specialists to respond to more specific/complex queries
  • Issue non-standard attestations to staff members and pensioners and contribute to the automation of these attestations
  • Administer the process of transfer of pension rights in and out and the OSPS administrative processes. Ensure follow-up of the whole process from initial request to payment and relevant inputs in the HR System.
  • Support the payroll administrators in the processing of monthly payments within the payroll cycle such as housing loan interest subsidies, overtime, center of interest.., and/or of ad hoc payments. This includes assessing eligibility, calculations and inputs in the HR system and/or payment gateway

Transversal:

  • Update the HR systems and documentation in the scope of the unit’s activities
  • Maintain proper record/documentation and data quality and monitor the databases on a regular basis to spot issues and provide reports / statistics
  • Participate in projects in the context of improving HR Systems and the quality of data
  • Support the implementation of plans and initiatives in the HR Operations Department
  • Take a cooperative approach within the teams and ensure the partial or full back-up of the other team members during absences to ensure business continuity.
  • Refer problematic cases to Analysts as well as the HoU 
  • Coordinate, supervise and train more junior staff to actively contribute to effective team organization

Qualifications:

  • Secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration, HR) or secondary level education with equally qualified experience in a relevant field.
  • At least 5 years of relevant professional experience, preferably within an HR administrative function.
  • Good understanding of the Bank’s administrative provisions, operating methods and its procedures will be considered an asset.
  • Proven numeric and computer literacy and excellent knowledge of the Bank's standard office tools and experience in the use of software applications/databases (Word, Excel, PowerPoint). Knowledge of Business Objects, PeopleSoft and Time Management system would be an advantage.
  • Excellent knowledge of English and/or French (*) with a good command of the other. Knowledge of other European Union languages would be an advantage.

Source:https://erecruitment.eib.org/psc/hr/EIBJOBS/CAREERS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=108843&PostingSeq=2