Do you want to combine your administrative skills and your knowledge of the Asian culture ? A European Institution located in Luxembourg city is looking for your profile.
Purpose :
The (Senior) Administrative assistant will provide secretarial and administrative assistance to the staff of the division with the objective of contributing to the efficiency and performance of the team's overall activity.
Operating Network :
You will report to the Head of Division and will work with all its members, as well as interface with other Departments and Directorates in relation to the tasks of the Division.
Accountabilities :
- Handle the administrative coordination of the activity of the division,
- Organisation of meetings and appointments
- Prepare briefing papers for meetings and business trips
- Finalise, distribute and file documents and reports prepared by the staff of the division
- Keep statistics and work plan up to date; monitor that procedures are followed
- Cooperate with the other Assistants and members of the Department;, contribute to a good working atmosphere within Asia, Central Asia, and the Pacific Public Sector Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
- Coordinate and send letters related to loans, grants, active and legacy mandates to different Member States, EC and institution's counterparts, mainly public sector entities across Asia, Central Asia and the Pacific.
- Keep up to date the list of contacts across the institution GLO Asia Pacific counterparts.
- Organise and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).
- Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc.
- Coordinate and perform a diverse set of administrative tasks for the division: organisation of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.
- Ensuring the data quality of Serapis (through discussions with the loan officers);
- Proactive planning of documents to be distributed to the MC and Board.
- Run regular Business Objects queries allowing for regular high-level data controls;
- Draft/finalise correspondence, meeting notes, letters and other communications;
- Prepare and distribute MC Notes;
- Create invoices;
- Interface with internal and external contacts;
- Provide guidance to team on administrative/operational procedures; identify improvements and developments of existing methods and processes;
- Ensure an effective electronic/paper filing and archiving system for t division to ensure easy retrieval;
- Responsible for scheduling meetings and appointments; plan and organise regular team meetings and any other communication channels, including the preparation of agendas, invitations and management of the logistical arrangements;
- Weekly team email production
- Preparation of missions and expense reports
Qualifications :
- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
- At least 3 years of relevant professional experience at senior support level, preferably in middle/back-office functions.
- Strong sense of responsibility and initiative and good organisational skills.
- Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.
- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
- Excellent knowledge of written and spoken English. Working knowledge of French, as well as languages spoken in Asia and/or Central Asia would be an advantage. Working knowledge of other EU languages would be an advantage.
