An European institution located in Luxembourg city is looking for an HR Operational Assistant to report to the Head of Division and to work directly with the legal experts responsible for internal HR procedures.

The main responsibilities :

Accountabilities:

• Run the secretariat of all internal HR procedures handled by the Division, including
- managing the Administrative Review mailbox (organising it, maintaining it, following up on the emails received and assisting the legal experts in sending adequate replies),
- filling in the tables tracking the various procedures and ensuring that they are kept up to date,
- assisting the legal experts responsible for internal HR procedures with the preparation of the legal documents in relation to the procedures.

• Prepare documents, take photocopies and handle various administrative requests in line with the Division's operational needs and in compliance with the 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, centralise responses, ensuring completeness of information.
• Cooperate with the other assistants in the Directorate and provide back-up as necessary.
• Any other administrative tasks as needed.

The required 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 of relevant experience within an HR/legal administrative function handling confidential and legal matters.
• The ability to maintain and ensure respect of confidentiality is mandatory.
• 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.

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