The successful candidate will report directly to the Head of LM Division, with an additional functional reporting line to the Head of ALM Division on ALM-related matters. S/He will operate with a great deal of latitude on both semi-routine and more complex issues, showing initiative and independent judgment as required.
Accountabilities:
Execute, in a continuous autonomous manner, standard and non-standard tasks of an operational process so as to ensure smooth and timely execution of EIB’s procedures in own domain (e.g., Early redemption management and act as the audit point of contact)
Perform regular controls and monitoring of tasks to ensure compliance with internal procedures
In a proactive manner ensure the collection of financial information, including documentation needed for the reporting activities (e.g., Wrap up report)
Formulate suggestions based on hand-on experience on development of IT tools (e.g., Business Objects, WallStreet, etc.) to better meet needs of the Divisions from a functional point of view
Assist as necessary in the resolution of outstanding reconciliation items between WallStreet TRM and WallStreet CLM (e.g., FC Quarterly reporting on hedged loans)
Assist in Divisions’ activity reporting, follow-up and coordinating appropriately to ensure smooth running of activities (e.g., monthly, quarterly reports)
Provide ad hoc support to the Divisions (e.g., research, administrative support) to contribute to the smooth running of their daily operations
Use own process knowledge and judgement to handle complex issues and inquiries
Initiate improvements and participate in the optimization of working methods, by notably writing/upgrading operational procedures
Provide administrative assistance to the Divisions (organize meetings and business trips/missions, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and information)
Prepare documents and manage their further distribution/validation in line with the Divisions’ operational needs and in compliance with EIB's procedures (e.g., division meeting agenda and documents such as follow up files, notes for MC, ALCO and to file, outgoing letters, invoices control, etc.)
Perform administrative tasks related to the relevant processes, in order to maintain proper records/documentation and data quality (e.g., preparation and filing of documents (GED), maintenance of databases)
Handle standard issues and inquiries, progressively handle more complex issues and inquiries, in order to broaden own process knowledge (e.g., issues in reporting, inaccurate figures, and the upload of documents)
Ensure full back-up of the Department Assistant and the other Operational Assistants during their absence to guarantee business continuity
When needed, coordinate, supervise and train more junior staff to actively contribute to effective team organization
Be the main point of contact on any above-mentioned activity or any other related ad-hoc requests as required for both professional staff and other support staff from within the Department/Directorate
Qualifications:
Secondary level diploma, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level diploma with equally qualified experience in a relevant field.
Minimum 5 years' experience in a secretarial or operational position in a relevant field, with at least 3 years in an operational position
Thorough knowledge of standard office tools (PowerPoint, Excel, and Word); knowledge of other related IT tools specific to the Division/activity (incl. PeopleSoft, FK and Business Objects) would be an advantage.
Excellent knowledge of English and/or French , with a good command of the other. (Knowledge of other EU languages would be an advantage).
