Administrative Senior Officer

Purpose of the Job 

The Senior Officer contributes to the smooth running of the team/RO by providing administrative and/or budget-related support to team members, interacting with colleagues Bank-wide, as well as external clients and institutions.

Accountabilities and Responsibilities 

The Senior Officer has some or all of the following accountabilities and responsibilities:

 Administration:

• Assist with preparation and editing of internal documents to be submitted to the Bank’s committees (e.g. ExCom, OpsCom, SP Com, TC Com, BAAC, FOPC, Board) HQ only or where applicable
• Manage internal/external correspondence/requests including drafting responses for review, forwarding for action within the team and interfacing with other departments to ensure that follow-up action is taken – HQ only or where applicable
• May act as IT Coordinator (ITC), Records Management Coordinator (RMC) and Human Resources     Departmental Coordinator
• Maintain and manage data in EBRD-specific applications (PMM, DTM, etc.) to ensure accuracy of Bank records HQ only or where applicable in RO
• Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements.
• Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose.
• Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses.
• Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager – HQ only or where applicable in RO
• Depending on RO may act as a visa coordinator for all the matters of visas including co-operation with the Foreign Ministry, all the visa support for travelling staff from HQ and locally foreign based staff.
• Depending on RO, it may co-ordinate the exchange of information with the UN regarding security clearance, update of the safety related documents: Emergency cascade, BCM (Business continuation management plan).

Consultancy:

• Manage the processing of consultant contracts, including  organising of invoicing and payments, to ensure the process runs smoothly HQ only or where applicable in RO

Budget:

• Proactively manage and monitor the budget and review all charges to the team’s budget, either as Budget Officer or Alternate Budget Officer, to ensure the accuracy of all financial details and compliance with the Bank’s procedures HQ only or where applicable in RO

Reporting:

• Monitor and report on achievement of the department’s Work Programme/Operational Plans/Scorecard, in order to provide the Director with an accurate snapshot of progress HQ only
• Undertake internet-based research on both a planned and an ad hoc basis and complete internal and external document searches, to provide Managers with essential information for the production of reports HQ only
• Assist with the production of reports and presentation material, undertaking secondary proof-reading and editorial work HQ only
• Perform specific data-based analytical work to provide Managers with essential information for the production of reports HQ only

Knowledge, Skills, Experience and Qualifications 

Academic Qualifications

• A degree and/or equivalent business experience
• A recognised secretarial or business qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communication skills
• Knowledge of another language, both written and spoken, would be useful
• RO-specific: knowledge of local Office language essential

Experience/Knowledge

• Excellent written and oral communication skills, Relevant experience in a similar role
• RO-specific: fluent English both written and oral
• Good level of numeracy Strong organisational, administrative and analytical skills
• Self-motivated with the ability to work independently and to prioritise and schedule tasks
• Attention to detail and eye for accuracy

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Proven skills to draft business correspondence and documents, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts

• Knowledge of SAP desirable but not essential in all cases

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital  transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).