Human resources - Administrative Assistant (M/F)

Sofitex Talent Recruitment Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

POSTE

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a : Human resources - Administrative Assistant (M/F)

The Operational Assistant reports to the Head of Unit and works directly with the lawyers of the ER Support Unit in charge of the organisation of the social elections, as well as with other team members of the Employee Relations Division.

Accountabilities:

- Perform and execute various administrative and operational tasks related to the organisation of the elections of the Staff Representatives, including (but not limited to):
o acting as administrative support to the Election Committee Secretariat, including assisting with the drafting, formatting and finalisation of minutes of Committee meetings;
o preparing, publishing and updating official announcements, circulars and intranet articles related to the electoral process (e.g. call for candidates, voting instructions, updates, reminders);
o compiling, verifying and maintaining voter lists and candidate submissions, supporting the review of candidatures, and coordinating follow up with candidates when clarifications are required;
o coordinating the logistical preparation of Election Committee meetings (distribution of documents, agenda support, access rights management to shared workspaces, archiving of minutes and calendars);
o preparing communication materials and ensuring timely publication on the intranet in cooperation with HR COM or other relevant services;
o supporting the use of the electronic voting platform (Polyas), including handling practical queries, monitoring technical incidents, and liaising with stakeholders when issues arise;
o assisting in the management of complaints and queries from staff during the election period, ensuring proper registration, follow up and transmission to the Committee and Legal Secretary)
- Support the lawyers in the day-to-day operational and administrative matters for the unit : prepare documents, take photocopies and handle various administrative requests in line with the Division's operational needs and in compliance with EIB's procedures.
- Maintain proper record/documentation and data quality (e.g. preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.
- Coordinate reporting process for the Division- send reminders/requests to collect data, follow up on timely reception, centralize responses ensuring completeness of information.
- Cooperate with the other assistants in the Directorate and provide back-up as necessary.

PROFIL

Qualifications:

- Secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
- At least 3 years relevant experience within a HR/legal administrative function handling confidential and legal matters.
- Ability to maintain and ensure respect of confidentiality is mandatory.
- Detail oriented, strong analytical thinking and effective skills in organising, prioritising, scheduling and planning work.
- Excellent knowledge of the Bank's standard computer tools, particularly GED and MS Office tools (Word, Excel, Powerpoint).
- Excellent command of English and French. Knowledge of other European Union languages would be an advantage.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 3,800EUR and 4,300EUR gross per month, depending on experience.