Purpose of the Job

The Officer is responsible for all general admin tasks within the team with the added responsibility, such as budget management/assistance, portfolio administration, procurement administration etc. In addition, the Officer may also provide secretarial support to a number of Bankers/Managers or Director.

Background

The Officer provides general administrative support whilst also taking on responsibility for important processes such as Budget and/or portfolio administration. The role also provides secretarial support for a number of senior level managers. This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

Scale

• Responsible for a team budget, amount varies dependant on size of team, ranging from £25k to £5m ensuring that all costs incurred comply with the EBRD policy and all issues are reported to the Team/Country Director in a timely manner.
• Act as RO Procurement Coordinator annually planning and updating local contracts for IT equipment, travel and car services and office management/maintenance services.
• Main internal interfaces are with their Director, all members within their team, the Group Budget Officer/MD, the Finance Department, the Technical Co-operation team, OGC and other teams as and when necessary.
• May also be required to liaise directly with clients & suppliers.
• The Officer provides support for senior bankers/managers.
• Ability to work independently, taking responsibility for decisions within own area.
• No line manager responsibilities.

Accountabilities and Responsibilities

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

• Proactively 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.
• Daily responsibility for approving payments in SAP whether through the Expenses/Petty Cash system, purchase orders or parked journals. This may also involve monitoring the local office bank accounts and organising physical payment [RO only] and managing all the cost recoveries [HQ only]
• Assist with the translation of publications, media monitoring and regular ordering of publications [RO only].
• Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages.
• Manipulate data and produce reports through systems such as SAP, Data warehouse, CAR or BPN as requested.
• Maintain and manage data in EBRD-specific applications (PMM, DTM, etc.) to ensure accuracy of Bank records.
• Prepare Consultancy contract requests for the team to ensure a consistency of information received thus enabling the TC team to prepare them in a timely manner [HQ only].
• Act as TC coordinator ensuring all related activity i.e. TC pipeline, TC Com submissions, TC admin tasks are completed in line with procedure. (HQ only).
• Prepare presentations and briefing notes for the team for speaking/meeting engagements.
• Function as the HR, IT, Stationery, Archives or Departmental coordinator to ensure the smooth running of the team and procedures are adhered too.
• Undertake the role of Health, Safety & Security Co-Ordinator, advising new joiners on the policy relating to medical cover to updating the business continuity plan to liaising with the local UNDSS office to obtain clearance [RO only]
• Coordinate hotel/travel arrangements, itineraries, arranging visas and producing expense claims relating to travel & hospitality.
• Arrange and confirm meeting appointments for assigned bankers/managers.
• Draft routine business correspondence and obtain the relevant sign offs. This may also require arranging/providing translations [RO only]
• provide back up for other admin/secretarial staff in the team during absences
• Depending on the RO may be responsible for accounting issues such as executing Bank transfer payments, managing local contracts and payment of invoices to replace Senior Officer (Budget)
• Depending on the RO may be responsible for administrative issues such as insurance, general filing system, tax issues and other assigned tasks

Knowledge, Skills, Experience and Qualifications

Academic Qualifications

• /High School Education
• 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
• Knowledge of local Office language essential [RO only]

Experience/Knowledge

• Candidates from IFIs, international organizations and/or diplomatic missions are preferable
• Administrative and secretarial experience essential
• High level of numeracy
• Attention to detail and eye for accuracy
• Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment
• Strong team player, with the ability to work highly efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Excellent organisational and administrative skills
• Ability to prioritise and & manage time, manage work, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative
• Excellent interpersonal and communication skills at all levels in a multicultural environment

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Proven skills to do business correspondence and document writing, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts
• Knowledge of SAP desirable but not essential

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).