European Investment Bank
tendersglobal.net
Job Description
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Description
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The (Senior) Administrative Assistant provides executive assistance to Director of CFGA Department and interacts with an exceptionally diverse range of counterparts at senior levels, playing a pivotal role in supporting the good functioning and success of the Department.
Operating Network:
The successful candidate will report to the Director of CFGA Department and will work in close cooperation with the Heads of Division. He/she will also communicate with the offices of MC members, other Directorates and external contacts.
Accountabilities:
- Assist the Department Head in all administrative tasks: screen and distribute incoming documents, correspondence, and e-mails, prepare responses and/or ensure appropriate follow -up,
- Distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep Departmental staff informed.
- Be responsible for scheduling of meetings and appointments on behalf of the Department Head. Monitor follow-up of management decisions. Interface with internal and external contacts.
- Draft/finalize correspondence, meeting notes and other communications.
- Prepare documents requiring Director’s approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members.
- Review for quality of presentation reports, correspondence and communications coming from the Department.
- Coordinate with the secretariat teams of the Department and contribute to maintaining a good team spirit within these teams.
- Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organize and update the Director’s filing system both electronic and paper.
- Follow up on approval processes for the Department and extract from Serapis reports on delivery on business objectives and others.
- Contribute to the preparation of the Department’s budget and to its follow -up in coordination with the Budget Officer.
Qualifications:
- Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc.) or secondary level diploma with equally qualified experience in a relevant field.
- Minimum 5 years of relevant professional experience.
- Excellent knowledge of standard computer tools (Word, Excel, Powerpoint).
- Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage.
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