Operational Budget Assistant

  • Competitive
  • Luxembourg Luxembourg Luxembourg LU
  • Contract, Full time
  • European Investment Bank.
  • 16 Jul 18 2018-07-16

The Operational Budget Assistant will provide comprehensive budget assistance within the Directorate General Office (DGO) of Risk Management. S/he will primarily ensure the smooth administration and follow-up of the Directorate’s decentralized budgets (both staff and non-staff) and associated tasks.

The EIB, the European Union's bank, is seeking to recruit for its Risk Management Directorate (RM) - Coordination Division (COORD) - Directorate General Office Unit (DGO), at its headquarters in Luxembourg, a:

Operational Budget Assistant

This is a full-time position at grade 2/3

The term of this contract will be 4 years

Panel interviews are anticipated for the mid- August 2018.

The EIB offers fixed-term contracts of up to a maximum of 6 years, according to business needs,
with a possibility to convert to a permanent contract, subject to organizational requirements and individual performance.

Purpose

The Operational Budget Assistant will provide comprehensive budget assistance within the Directorate General Office (DGO) of Risk Management. S/he will primarily ensure the smooth administration and follow-up of the Directorate’s decentralized budgets (both staff and non-staff) and associated tasks.

Operating network

Liaises closely with the team members of the DGO in particular with the DGO Procurement Officers and interfaces with other RM Assistants. Extensive contacts with colleagues at all levels both within RM and in other Directorates throughout the Bank, particularly PROCUR, Personnel, and SG. S/he has also external contacts. The post requires discretion, flexibility and the ability to prioritize and handle several tasks simultaneously, often working to tight deadlines, while still exercising a high degree of precision.

Accountabilities

  • In liaison with RM managers, execute administrative tasks of RM budget (staff and non-staff) such as budget ventilation, monitoring of expenditures and reporting, payment of invoices and their correct imputation, etc.•
  • In liaison with other DGO team members, review of the external training requests, ensuring respect of budgetary limits.
  • Provide back-up in the review of the travel authorization (TA) requests as well as the expense reports (ER) before approval and provide recommendations and guidance to RM staff on administrative procurement and budget processes and procedures.
  • Identify improvements and developments of existing methods and processes; suggest ways to streamline administrative procedures in order to enhance work organization and effectiveness.
  • Help for the Budget and Procurement Plan with the coordination of the administrative procurement process and coordinate on a range of confidential/personnel related issues requiring diplomacy and reliance.
  • Interact with internal and external DGO counterparties to obtain and understand information, as well as exchange good practices.
  • Provide assistance in the preparation of budget and procurement documentation such as contracts, OCCO clearances, AFE, etc.
  • Contribute to maintain an efficient filling and databases of the budget and procurement files and manage electronic mailboxes prioritising incoming messages and allocating action as appropriate.
  • Attend meetings and participate in working groups when appropriate.
  • Ensure business continuity with the DGO Procurement Officers.

Qualifications

  • Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, customer service) or secondary level education with equally qualified experience in a relevant field
  • At least 5 years of relevant professional experience. Experience in a similar role or in Human Resources, Procurement and Purchasing or in a Coordination environment would be an advantage.
  • In-depth knowledge and application of the Bank's administrative and operational policies and procedures, including those on budget and procurement.
  • Proficiency in MS Excel.
  • Proven experience in monitoring budget and very good understanding of budget components (high interest for managing budget data).
  • Excellent knowledge of the Bank's standard computer tools in particular PowerPoint, PeopleSoft, SAP and GED.
  • Excellent knowledge of written and spoken English and good understanding of French (*). Knowledge of other EU languages would be an advantage.

Key competencies

  • Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.•
  • Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
  • Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organizational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
  • Organisational Commitment: Is willing to commit to an organization whose mission is to support Europe and is open to diversity, and to align her/his own behavior with the organization’s needs and intrinsic values, acting with integrity in ways that promote the organization’s mission, policies and rules.

(*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in French. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of French and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages

We are an equal opportunity employer, who believes that diversity is good for our people and our business.  As such, we promote 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 (*).

(*) We particularly welcome applications from men and persons with disabilities.