Senior Administrative Assistant

Job Description

Headquartered in Luxembourg, EIB Global is expanding its activities also in the EU Neighbourhood. EIB Global is seeking to recruit for its General Secretariat (SG), Group Strategy Department (GS) - External Action Representation Division (EAR), (as from 1st July 2022 EIB GLO/S&P/EAR), two Senior Administrative Assistants.These are full-time positions.This campaign is to recruit for two positions, both with an initial contract term of 3 years*, with one of the positons linked to the Partnership Advisory, which continues until end 2027**. Successful candidates shall be placed on the suitable position depending on their professional profile. This position is open to nationals of Egypt.Employment with the EIB is subject to pre-employment screening. Appointment of a selected candidate is conditional on a successful completion of the EIB pre-employment screening.Although mainly operating from the Regional Office where he/she will reside, the successful candidate should also be prepared to travel within the region and occasionally to headquarters in Luxembourg. PurposeThe Senior Administrative Assistants will provide executive support to the Head of the Regional Representation for the Near East and other staff members of the office, as well as for the other three (3) EIB Representations in the Near East region, as required. S/he will perform a wide range of office support, administrative and secretarial duties in close collaboration with the Office Manager in order to contribute to the achievement of objectives, and the efficiency and operational performance of the Office.AccountabilitiesThe Senior Administrative Assistants will report to the Head of the Regional Representation and will liaise and work closely with the Office Manager and the other Administrative Assistant, and will perform a wide range of administrative and coordination duties for the Office, in particular in the following areas:Office management and administrative supportMain tasks

• Manage the agenda of the Head of the Regional Representation.
• Provide office support and secretarial/administrative assistance to all staff members of the Office in order to contribute to the effective day-to-day running of the Office.
• Provide office support and secretarial/administrative assistance to the other three (3) EIB Representations in the Near East region, as requested.
• Provide general administrative assistance to EIB personnel on business trips in the region, in coordination with their respective secretariats in Luxembourg.
• Assist in the preparation and logistical planning for various events (e.g. conferences, ceremonies, official visits and missions).
• Assist in the organization of EIB related events in the region.
• Efficient and timely organization of meetings ? sending information to visitors, liaison with security staff, driver bookings for external meetings.
• Maintain and update social media applications, provide support in the drafting of various documents, such as briefing materials, reports, memoranda, speeches, presentations and notes.
• Assist in keeping the office manual up to date.
• Handling drivers? time and responsibilities, ensuring to keep the cars logbooks updated.
• Keeping incident logbook up to date.
• Assist in the preparation of annual inventories.
• Management of incoming telephone calls and correspondence and other secretarial tasks (document archiving, etc..)

Other Tasks

• Support to the Office Manager, if and when required, in relation to financial administration of the Office, as well as handling the office?s relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts.
• Provide back up for end month accounting and sending of original documents to HQ during the absence of the Office Manager.
• Ensure administrative management of VISA Cards statements and invoices, including timely input, validation and liaising with the Head of Office for the Cairo Office and for the other 3 EIB Representations in the region, as required.
• Support the Office Manager, if and when required, in relation to the management and interface with the various departments concerned at Headquarters for telephone equipment, desktop computers, video conferencing system, IT access rights, as well as the interface with various suppliers and administrative management of contracts.
• Support the Office Manager, if and when required, in handling contracts and maintenance of expatriate?s residences.
• Support the Office Manager in handling arrival and departure of expatriates, including contacts with Embassies and Ministries.
• Support the Office Manager in management of staff leave, if and when required.
• Support the Office Manager in keeping track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances are kept up-to-date.
• Assist in all diplomatic and protocol procedures with the Ministry of Foreign Affairs, and other relevant ministries, when required.
• In coordination with the other Senior Administrative Assistant, responsible for the travel arrangements, handling of travel authorizations and expense reports of Head of the Regional Representation and expatriates, including for the other three (3) EIB Representations in the region, when required.

Qualification

• University degree is considered an advantage;
• At least 5 years of relevant professional experience in the field of office secretarial work, PA and administration (preferably with international companies/organizations and/or in a financial/banking operational environment;
• Excellent knowledge of standard computer tools and adaptability to new ones;
• Excellent knowledge of written and spoken English and Arabic. Knowledge of French is an advantage.

CompetencesAchievement Drive: Proactively makes changes to improve performance. Consistently asks how we could do this better. Adds value by finding a better way.Enhances and improves the efficiency and effectiveness of processes.Change Orientation: Can take different roles when the situation requires. Comes up with alternative ways of doing things / working methods. Tries a new way of doing something in response to new developments.Collaboration: Genuinely values learning from others input and expertise. Asks peers for advice and input. Actively includes others in the conversation. Open to team members? viewpoints. Looks for shared interests across the team. Looks for mutually beneficial solutions.Organizational Commitment: Acts on organizational values when it is difficult to do so. Actively supports the organizations mission, goals and policies. Cooperates with others to achieve objectives in the larger organization. Makes choices and sets priorities to support or fit the organizational mission. Maintains positive expectations of the organization in times of ambiguity and challenge.The EIB is an equal opportunity employer, who believes that diversity is good for our people and our business.As such, EIB group promotes the inclusion of suitably qualified and experienced staff without regard to their gender, age, racial or ethnic origin, religion or beliefs, sexual orientation/identity, or disability (*).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 unauthorized disclosure of any information or any damage to the EIB Group reputation.Personal data is processed in the context of recruitment in accordance with Regulation (EU) 2018/1725 of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. By submitting the application I agree to the Terms and Conditions of the Recruitment privacy policy.If you are interested in applying, please note that following the application we shall contact applicants via email with the request to submit a Motivation Letter and the CV.Deadline of applications: 25/04/2022*The contract shall not be renewed except by an explicit written agreement by both parties.**If the successful candidate is on a fixed-term contract (CDD), his/her selection will not automatically lead to an indefinite contract (CDI) conversion. Any indefinite contract (CDI) conversion would be conditional to the length of the mandate and subject to organizational requirements and individual performance (EIF successful applicants will be hired on EIB terms and conditions).

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