Legal Documentalist (Documentation Assistant). EIB, Luxembourg. Open until 14 March 2014

Job ID: 101140 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 Legal 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 Legal 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 Attentiontodetail 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 interpersona lskills, communicating easily with persons at all levels, within and outside the DivisionIDirectorateIBank Strong sense of responsibility, initiative and commitment (*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in one of the two languages. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of the relevant language 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. Deadline for applications: 14th March 2014 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 gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disability

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

Administrative Assistant/Legal Documentalist, B2/B3. EUMETSAT, Darmstadt. Open until 26 September 2011

EUM/VN(11)14
Darmstadt, 15 August 2011
Original: English
VACANCY NOTICE
Administrative Assistant/Legal Documentalist
EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.
As an intergovernmental European Organisation, EUMETSAT has 26 Member States (Austria, Belgium, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)
EUMETSAT is now inviting well qualified candidates from its Member States to apply for the following post in the Legal Affairs Division.
POST: Administrative Assistant/Legal Documentalist
LOCATION: Darmstadt, Germany

DURATION OF INITIAL CONTRACT: The initial contract will be for 4 years, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and programme requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

DUTIES: The mission of the Legal Affairs Division (LAD) is to provide a comprehensive, timely and reliable legal service to the Organisation, and to monitor, develop and implement EUMETSAT’s Data Policy.
The Administrative Assistant / Legal Documentalist will be responsible for the management and publication of all EUMETSAT legal documents and for the establishment of licences with users of EUMETSAT data. He/she will provide administrative support to the Legal Affairs Division as required.

The main duties of the post will be as follows:

Legal Documentation
To publish regular amendments of EUMETSAT Basic Documents (including electronic publication); To assist in amending and publishing the HTML-based EUMETSAT Directory of Instructions; To manage the EUMETSAT Director-General’s Decisions; To maintain the intranet pages of the Legal Affairs Division; To maintain an effective monitoring system to ensure that the precise status of all EUMETSAT legal documents is known at any given point in time.

Licensing
To establish licences with users of EUMETSAT data in accordance with the EUMETSAT Data Policy and to ensure timely renewal of all licences; To act as point of contact with Licensing Agents of EUMETSAT Member States; To act as point of contact with the EUMETSAT User Service Division for all licensing matters; To manage the invoicing and revenue related to the licensing activity within SAP; To draft regular licensing activity reports to Licensing Agents and EUMETSAT Delegate Bodies.

Administrative Support
To provide administrative support to the Legal Affairs Division, to deputise for the Legal Assistant and to act as backup Divisional Secretary as necessary; To maintain Divisional Working Practices related to the management of legal documents and to the licensing process; To draft documents and correspondence as necessary.

QUALIFICATIONS:
Full secondary education, preferably with some additional specialist training on documentation management; Proven administrative experience in a multi-lingual environment; Good experience in the use of MS Office applications, SAP and electronic document management systems; Additional experience in a document management or librarian field would be an advantage; Good interpersonal skills, attention to detail and a strong sense for team working are essential;

The official languages of EUMETSAT are English and French. Candidates should be fluent in English, and have a knowledge of French. Interviews will be conducted in English.
CLOSING DATE: 26 September 2011
Interviews are tentatively scheduled for week 45/2011.
Applications in English or French should be sent via our online form (attaching curriculum vitae and covering letter quoting Reference VN(11)14) at www.eumetsat.int
This post is graded B2/B3 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 2,906 per month, net of internal tax which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.
EUMETSAT is committed to providing an equal opportunities work environment for men and women.
Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT. EUMETSAT does not operate a nationality quota system but, in recruiting Staff members, the geographical distribution will be taken into account.