Legal Back Office Support

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 Legal Directorate (JU) – EU Operations Department (OPS-EU) – Central Europe Division (CE) at its headquarters in Luxembourg, a Legal Back Office Support*.

This is a full time position at grade 1/2 for which the EIB offers a permanent contract.

• internal benchmark: (Senior) Operational Assistant

Panel interviews are anticipated for June 2024.

The Central Europe Division (CE) of the Legal Department of the EIB is composed today of 10 lawyers. The Division is at the heart of lending operations and financial products of the EIB in Central and South-East Europe (Poland, Czech Republic, Slovak Republic, Hungary, Bulgaria, Romania, Slovenia and Croatia) and with all types of counterparties (from sovereigns, local municipalities and banks to corporate organisations of all sizes and from all eligible sectors).

As a (Senior) Operation Assistant you will perform a wide range of back office duties in relation to all stages of transactions, including processing of contractual documentation for signature, assisting in procurement processes and expense tracking, as well as organizing e-files and maintaining records. You will share responsibilities with other assistants in the Division.

You will report to the Head of Division and you will co-operate very closely with lawyers and other assistants in the Division. You will also co-operate with colleagues from other teams in the EIB as well as get direct contracts with the EIBs clients.

You will:

• provide administrative support and closely cooperate with lawyers and assistants in the Division at all stages of project cycle, including: preparation of execution versions of legal documents, processing signatures, follow-up with counterparts and external legal counsels, notifications of signatures and document filing and archiving
• perform legal documents quality control
• perform internal processes compliance control in line with administrative procedures for legal directorate
• prepare draft correspondence on various topics for the Division, including notes, reports, presentations
• make suggestions and contribute to processes improvements, digitalisation and records management
• carry out general secretarial duties and administrative tasks, including mail/document control and distribution, filing, organisation of meetings
• build and maintain good relationships with internal and external counterparts
• provide ad-hoc assistance for cross-Division projects and activities
• ensure back-up to colleagues to guarantee continuous business support

• Secondary level education, completed with a 2 year certification in a relevant field or secondary level education with equally qualified experience in a relevant field
• At least 3 years of relevant experience gained from performing the role of an administrative assistant, legal secretary or paralegal; experience in a law firm, corporate legal function, or any other legal environment, will be considered an advantage
• Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, Outlook, Adobe Acrobat), common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is 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 (capacity to communicate and read legal documents in any language from jurisdictions covered by the Division would be a distinct advantage).

Find out more about EIB core competencies here

(**) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

“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

#LI-POST