This position is based at our EIB Local office in Budapest/Hungary and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.
The EIB, the European Union's bank, is seeking to recruit for its Secretariat General Directorate (SG) – Shareholder Relations and Institutional Matters Department (SR&IM) - Institutional Representation Division (IRD) – External Offices Unit (EO) located in the EIB Local Office in Budapest/Hungary, an Assistant/Office Manager*.

*internal benchmark: Senior/Principal Operational Assistant

This is a full-time position at grade 2/3 for which the EIB offers a permanent contract in Budapest/Hungary.

Panel interviews are foreseen from the first half of September 2025.

Purpose

You will provide secretarial support to Heads of Office in Budapest and, remotely, to other assigned offices and their respective Heads, either as primary support or back-up. You will coordinate events that are organised locally and assist visiting MC Members, Senior Management and other EIB Group staff visiting the offices and ensure the day-to-day administration of the offices, the efficient organisation thereof and the timely completion of tasks.

Operating Network

You will work under direct hierarchical supervision of the Head of Office in Budapest and, functionally, with the Heads of Office of two assigned offices, and will provide general support to visiting EIB Group staff.

The Budapest Office currently hosts 2 resident EIB Group staff members.

Based in Budapest, some travelling to the other offices may be required, e.g. in case of high-level visitors, or special events.

Accountabilities

Office Management:

• Provide office support and secretarial/administrative assistance in order to contribute to the effective day-to-day running of the assigned Offices
• Execute administrative tasks, notably financial administration of the offices: handling and follow-up of book-keeping, logistics and monthly reporting to the Heads of Office, supervising payments to suppliers, liaising with relevant staff in Luxembourg and ensuring timely input, validation and reporting to the Heads of Office
• Handle autonomously the offices’ relationship with all vendors/service providers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, and relevant services, managing the respective contracts in close collaboration with internal counterparts and trigger the contract renewal and/or procurement process in cooperation with colleagues from the responsible departments.
• Management and interface with the various departments concerned at Headquarters for telephone equipment, computers, video conferencing system, IT access rights, a.o.
• Keep track in a cost-efficient manner of the office supply inventory and ensure all necessary offices’ insurances are kept up-to-date
• Assist in keeping the office manuals procedures and contacts database up to date up
• Assist in the organisation of EIB Group related events in the assigned countries, travelling when necessary

Accounting:

Under the supervision of the relevant Head of Office and with his/her approval:

• Management of all accounting aspects of the relevant office in liaison with the Accounting Department at Headquarters
• Monitoring of VAT records with the local tax administrations and services and liaise in person with them when needed
• Administrative management of payments of supplier invoices (quotes, orders and deliveries)

General Administration Support:

• Management of incoming telephone calls and correspondence
• Organise and follow up diaries and organisation of internal and external meetings
• Responsible for the travel arrangements (TA) and expense reports (ER) of the Heads of Office
• Provide general administrative assistance to MC Members, Senior Management and EIB staff on business trips in the country(ies), in coordination with secretariats in Luxembourg
• Administrative tasks (document archiving, etc.) for the Heads of Office
• Purchasing of office supplies
• Assist the Heads of Office in dealing with ad-hoc extraordinary requests from the directorates in the Headquarters
• Liaise with the other IRD Office Managers in your area to exchange experience and best practice
• Provide support to and, if necessary, replace other Assistants/Office Managers

Qualifications

• Secondary level diploma
• At least 5 years of relevant professional experience in office administration, accounting, procurement and/or administrative support of which, preferably, at least 3 years in international banking, finance or relevant institutions.
• Excellent knowledge of the standard computer tools, particularly electronic document management systems, Word, Excel, Power Point and PeopleSoft
• Good communication and interpersonal skills
• Excellent knowledge of English and/or French (**) with a good command of the other.
• Knowledge of other EU languages, especially Hungarian would be an advantage.

Competencies

Find out more about EIB core competencies here