Back Officer, Registration and Accreditation

Requisition ID 33733 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 08 months Posting End Date 01/08/2023

Purpose of Job

The Accreditation and Registration Officer’s main tasks are to provide support to the Principal, Sponsorship, Marketing and Technology Management for a) the accreditation and registration of Annual Meeting participants b) the registration of participants for Regional Seminars c) the expansion of the marketing research strategies in order to attract more paying business guests to the Annual Meeting d) setup and testing of registration system e) system training for teams across the Bank e) first contact support for AM participants queries f) and support Board Assistants with the registration of Official Delegates.

The role requires relevant experience in customer service, events and data entry and analysis and close working collaboration with the rest of the AMPEM unit, Board Assistants, Press, CSO and Associated events’ organisers responsible for the registration of their respective events. It also requires experience in marketing research and liaising with key organisations such as chambers of commerce, media companies, business associations or stakeholders with relevant business databases.

Accountabilities and Responsibilities

Regional Fora –

• Support the Principal, Marketing, Sponsorship and Technology in the set up and testing of the registration system
• Monitor external queries by phone or via the main information dedicated email address
• Run reports from the outsourced registration platform
• Monitor and maintain data clean and liaise with participants for any missing or incorrect information
• Print badges in advance when necessary
• Assist with the registration and badging on site when needed

  Annual Meeting – Accreditation/Registration Pre-AM and on-site registration

  • Process invitations and accreditations of AM participants via the registration system following strict security requirements and flagging potential security risks
  • Ensuring appropriate classification of participants avoiding any breeches.
  • First point of contact for AM related queries of external participants from organisations worldwide.
  • Managing the AM dedicated phone line and inbox for all AM queries.
  • Liaising with all relevant offices (Board offices, President’s office, Communications, Banking, Resident Offices, etc.) about specific invitation requests.
  • Set up and run reports as required.
  • Train different EBRD departments for specific modules of the registration system including Press, CSO, Donors and/or Banking teams. Answer follow up queries.

    Annual Meeting on-site

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    • Assisting in the accreditation and registration of new on-site participants.
    • Update of registrants’ data into service providers’ registration database.
    • Provide information and assistance to all participants.
    • Produce reports on demand

      Registration database/system support

      • Assist with the cleaning and preparation of the AM data. Around 20,000 guests’ records. Likewise for the Regional for a smaller database.
      • Support in the setup of the registration system.
      • Test all registration scenarios for all categories of participants registration flows, communications.
      • Liaise with the outsourced provider to correct system errors and report to the line manager on potential issues.
      • Monitor the inputted data and maintain its integrity
      • Check/research information on-line via Internet for vetting and accreditation purposes.
      • Support all flagging and registration processes for the Annual Meeting.

        Marketing Research

        • Expand our reach and attract potential paying business guests for the Annual Meeting through research and available tools, thus contributing to the cost recovery exercise.
        • Provide statistical analysis and trend patters for historical attendance, which will enable us to understand better, predict and target future audiences.

          Knowledge, Skills, Experience & Qualifications

          • Experience with customisable registration systems such as Cvent. Familiar with testing user interfaces an advantage. Data entry and analysis experience required.
          • Customer Service experience.
          • Excellent telephone manner
          • Attention to detail and eye for accuracy essential.
          • Computer literate: Windows, Microsoft Outlook, Word and Excel skills.
          • Excellent organisational/administrative and multi-tasking skills.
          • Able to use own initiative, but also work within a team.
          • Excellent English, both written and spoken.

            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.