Back Officer, Registration and Accommodation

Requisition ID 33934 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 04 months Posting End Date 16/11/2023

This role is from 8th January 2024 - 24th May 2024

Purpose of Job

The Registration and Accommodation Officer’s main tasks are to provide support to the Principal, Sponsorship, Marketing and Technology Management for a) testing of the registration system b) accreditation and registration of Annual Meeting (AM) participants including Official Delegates, Host Country Dignitaries, Special Guests, Sponsors, CSOs, Business Guests, Speakers, Press and EBRD staff c) to answer registration and accommodation queries d) liaising with the outsourced service provider to provide accommodation support for teams across the Bank e) train multiple teams on the registration platform(s) f) as well as close collaboration with the outsourced service provider.

The role requires relevant experience in customer service, software training, events and data entry and analysis and close working collaboration with the rest of the AMPEM unit, Board Executive Assistants, and events’ organisers responsible for the registration of their respective events such as Press, CSO, Donors, TFP and the Alumni event.

Accountabilities and Responsibilities

Annual Meeting – Accreditation/Registration Pre-AM

• Help with the final testing of the registration platforms.
• Process invitations and accreditations of AM participants via the registration system.
• Monitor the registration process for the Host Country Dignitaries (HCDs), EBRD Staff, Press, CSO, Alumni, Speakers and TFP participants
• Vetting of new external registrations managing requests for integrity checks via BIS and escalating with OCCO when needed.
• Monitor the AM information email inbox and answer AM related queries of external participants from organisations worldwide.
• Liaise with Board offices, President’s office, Communications, Banking, Resident Offices, etc. for invitation and accommodation requests.
• Set up of bespoke reports and manage users.
• Channel accommodation queries and liaise with the outsourced service provider
• Act as the main point of contact for accommodation queries for all EBRD staff and liaise with the outsourced provider
• Manage the information upload of registration and accommodation documents for the Board.
• Prepare and manage information for the Proceedings, the official final report.

  Annual Meeting on-site

  • Assisting in the accreditation and badging of all AM participants
  • Monitor the AM information email address during the event
  • Provide registration information and assistance to all on-site participants.
  • Produce reports on demand

    Knowledge, Skills, Experience & Qualifications

    • University Degree
    • Proven experience of and good knowledge in conference or events organising
    • Training experience on the use of software. Such as Cvent. Ability to produce training manuals/instructions
    • Computer literate (latest Windows applications), with emphasis on reports in Excel
    • Demonstrated skills in dealing with outsourced providers
    • Demonstrated skills in monitoring time-plans and co-ordination with other departments/units and external companies
    • Excellent attention to detail
    • Ability to operate sensitively in multi-cultural environments and build effective working relationships with clients and colleagues
    • Good knowledge of EBRD's procedures and policies is desirable
    • Fluent written and spoken English
    • Effective verbal and written communication skills, including ability to establish rapport with a wide range of clients,
    • Good level of numeracy, ability to work with numbers, accuracy and attention to detail essential
    • Excellent interpersonal, diplomatic, negotiation, communication, presentation and consensus-building skills
    • Strong team player, able to integrate into existing AMPEM team with the ability to work efficiently and cheerfully
    • Ability to work calmly under pressure with tight deadlines, whilst retaining accuracy

      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.