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Thursday, October 17, 2013

Legal Documentalist (Documentation Assistant). EIB, Luxembourg. Open until 31 October 2013

Legal Documentalist (Documentation Assistant) Job ID: 100750 Entity: European Investment Bank Location: Luxembourg Full/Part Time: Full-Time Regular/Temporary: Regular The EIB, the European Investment Bank, is seeking for its Legal Directorate (JU) - Legal Department, Corporate (JU CORP) - Institutional, Corporate and Litigation Division (ICL) at its headquarters in Luxembourg, an: Legal Documentalist (Documentation Assistant) Appointment will be made on the basis of a fixed term contract of 4 years Purpose The Legal Documentalist (Documentation Assistant) will ensure the effective management of legal documentation (identification, registration, filing, conservation and update of legal and confidential documents/files) in order to support the activities and to assist in the smooth running of the legal services provided by the division. S/he will carry out specialised and comprehensive legal documentation searches on available sources inside and outside the Bank. This will sometimes require working under pressure and strict deadlines. S/he will also play a key role within the secretariat of the division, working on a wide range of secretarial and administrative tasks and backing-up the second assistant of the division upon need. Operating network The Documentalist (Documentation Assistant) will report to the Associate Director in charge of the Institutional, Corporate and Litigation Division and will collaborate with the other members of the division, having contacts also with other Services within and outside the Legal Directorate (e.g. for legal information sources). Accountabilities The Documentalist (Documentation Assistant) will take leading responsibility for legal document searches inside / outside the Bank and for the management of legal documentation (identification, organisation, filing, monitoring and retrieval of documents) within the ICL division. More in detail, s/he will: Carry out, with accuracy and timeliness, the legal document searches required by the lawyers Assist in defining procedures and identifying improvements for the organisation, filing and retrieval of legal documents (continuously improving the filing system in order to meet users' needs) Assist in identifying information sources useful to the division Create and update an index of keywords to improve research requests and retrieval of documents (including electronic searches in the electronic document management system of the bank, based on the Livelink software) Assure the maintenance and update of filing systems and that files contain the required information from a variety of legal sources/databases Analyse the context and content of legal documents for filing or documentation purposes and ensure all documents are filed with accuracy and precision; collect/research information as necessary Ensure quality-control of document scanning and appropriate electronic filing Within the framework of the Data Protection Regulations, ensure the accurate identification, registration, and secure storage of legal and confidential documents and files (e.g. concerning staff members, Court of Justice cases, and decisions by governing bodies of the Bank) Play a key role in the secretariat of the division, handling a wide range of administrative tasks, proofreading documents for internal / external purposes, and backing-up other administrative staff upon need Qualifications Certified secondary level education; certificate/diploma of complementary studies (2 years or more) in archiving, information, library science or related subjects will be an advantage Minimum 5 years relevant work experience Background in legal documentation or prior work experience in a legal practice will be an advantage Knowledge and practical experience of archive and records management, concepts, methods and standards Knowledge of legal documentation Knowledge of European Union databases (EUR-lex, Prelex etc.) will be an advantage Good working knowledge of the EIB standard IT applications (e.g. Outlook, Word, Excel, Livelink) Good working knowledge of English and French; knowledge of other EU languages will be an advantage Competencies Ability to establish priorities for the achievement of results Ability to organize well and work reliably / accurately under pressure Attention to detail High level of discretion and confidentiality Analysis and problem solving Flexibility and adaptability Good written and oral communication skills Ability to work in a team and excellent team spirit Strong interpersonal skills, communicating easily with persons at all levels, within and outside the Division/Directorate/Bank Strong sense of responsibility,initiative and commitment Deadline for applications: 31st October 2013 We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their

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