Associate Corporate Secretariat Officer

Job Description

To strengthen our Shareholders Governance Unit in Luxembourg we are looking for you to join EIB as our new (Associate) Corporate Secretariat Officer.

In the role as the (Associate) Corporate Secretariat Officer, internally referred to as (Associate) Officer Corporate Secretariat, you will contribute to the development and implementation of statutory, legal, ethics and governance frameworks and procedures applicable to the EIB Governing Bodies. You will carry out corporate secretariat duties for the Board of Governors and, when relevant, some Board of Directors’ committees; thereby assisting these governing bodies and their members in discharging their fiduciary duties and contributing to ensure that good corporate governance practices are effectively managed and supported.

You will be part of the Shareholders Governance Unit within the Shareholding Relationships Division and report to the Head of Unit. You will work closely with colleagues of the Unit, other part of the Directorate, and teams across the Bank. You will work with a high degree of autonomy in providing effective Corporate Secretariat support to the Governing Bodies. You will play a key role ensuring that that all activities performed comply with relevant statutory and best practice requirements.

• Carry out Corporate Secretariat duties, filing and updating information on the Bank’s Governance to ensure the Bank’s compliance with best practices. This includes drafting speaking notes, aide-mémoire, correspondence and other corporate documents or reports on the EIB Governance framework as required as well as summarizing policy and general papers.
• Support the implementation of the ethics framework applicable to members of the EIB statutory bodies. This includes conducting preliminary review of ethics requests - including speaking with other relevant services and examining submitted documents - and prepare prima facie case elements for consideration, where relevant, by the Ethics and Compliance Committee.
• Provide individual and group support to Board members to ensure that they have the information and resources and training needed to carry out their work effectively. This will include organising inductions and trainings, responding to everyday queries and ensuring that Board members receive timely and up-to-date information including through the Board portal and regular reporting.
• Execute key Corporate Secretariat processes related to the preparation, minuting and follow-up of the meetings and procedures of the governing bodies in order to ensure an efficient and reliable secretariat support, respect of deadlines and compliance with rules, regulations and procedures. This includes production of agendas, ensuring that papers meet the right standard and are distributed on time, drafting governance documents, taking minutes and getting them approved, and tracking actions.
• Work with team members in the division and beyond to ensure that the Bank is continually improving its governance framework, taking part in and leading projects as required; thereby contributing to improve Corporate Secretariat processes, procedures, IT systems, guidelines and working tools in line with best practice.
• When requested, provide back up for other governing bodies officer’s duties.

• University degree, preferably at postgraduate level, in a field related to Corporate Governance, Law, Business Administration, Political Science & Civics or similar
• At least 3 years of progressively responsible experience in the areas of law, corporate governance & compliance, organizational ethics or any related fields in an governmental or public sector organization;
• Research, analytical and problem-solving skills, in particular, on ethics-related issues based on the ethics framework applicable to members of the Bank’s statutory bodies;
• Ability to conduct preliminary reviews of requests against applicable statutory, legal and ethics frameworks and practices to reach a determination
• Good understanding of the EIB ’s mission, objectives and business activities;
• Proficient user of standard Microsoft Office tools
• Ability to write reports, minutes, business correspondence and procedure manuals
• Ability to plan effectively
• Ability to solve practical problems and deal with a variety of situations for which there may be little precedence
• Excellent communicator both verbally and written with ability to develop long-term relationships with stakeholders at all levels
• Strong work ethic, high integrity and proven ability to drive and improve complex projects and processes
• Excellent knowledge of written and spoken English and/or French (*).Knowledge of other EU languages would be an advantage

Deadline for applications: 25^th May 2022