Legal Back Office Support

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Description

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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.

Operating Network:

• 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 EIB’s clients.

Accountabilities:

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

Qualifications:

• 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).

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=109979&PostingSeq=2&

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