The OEU-B Division deals with the legal documentation and legal issues for projects in the following countries: Western Balkans, Turkey, Eastern Neighbourhood and Central Asia countries. As (Senior) Operational Assistant, you will provide day to day assistance to the Division members to support the efficiency, smooth operations and achievement of the Division goals.
Operating Network:
As (Senior) Operational Assistant, you will report to the Head of Division and will work with all Division members (lawyers, paralegal and assistants), other Directorates and interface with external contacts to support the Division's operations.
Accountabilities:
Assist in the accurate preparation of original legal documents and in the finalisation / administration of contractual documentation (such as finance contracts, guarantee agreements, collateral agreement and side letters and contractual modifications)
Assist and ensure follow-up of all procedures both before and after signature of legal documents (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute contractual documents, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the EIB electronic document management system (GED - Livelink), handle notes and other memoranda
Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars
Prepare and follow-up purchase orders for consultancy and take care of administrative aspects in relation to in-house and external consultants
Prepare draft correspondence on various topics for the Division, including notes, reports, presentations
Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents; monitoring MC/CA agenda including JU fiches, preparing or review documentation and information for HoD approval/action
Contribute to the development of the administrative procedures and processes with the guidance of the Principal Operational Assistant and/or Head of Division, initiate improvements and participate in the optimisation of working methods
Build and maintain good working relationships within the Bank
Make suggestions to improve key records management processes in the Division and the Department
Qualifications:
Secondary level education, complemented with a 2-year certification in a relevant field (economics, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
Formal secretarial training is a distinctive advantage
At least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as secretary/administrative or legal assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage
Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage
Excellent knowledge of English (oral and written) and a good knowledge of French is required.
