Back Senior Officer

Requisition ID 33758 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Regular Contract Length Posting End Date 09/08/2023

Role Overview

The Senior Officer role provides administrative support to the whole team, including some or all of the following: compliance of travel and expenses requests from Board Directors consistent with the Bank’s Travel and Expenses Policy and Directive (60% of the role); support to the Board Administration function on administrative processes such as the co-ordinator role for the Board of Directors (30% of the role) and research, data analysis, travel arrangements, procurement, and meeting and event arrangement for the broader team assisting the Director, Board and Institutional Affairs (10% of the role). The Senior Officer position will also include budget, records management, human resources and IT coordination.

This role will involve dealing with the departmental Director and Associate Director, and other colleagues within the team; other EBRD departments; and Board members and Board Assistants.

Accountabilities & Responsibilities

Assist with the management of Board travel and expenses processes, including:

• Approve Board-related Travel Authorisations, escalating where necessary;
• Check and validate all Board travel-related, and miscellaneous expense claims to ensure that they are within the Bank's allowable limit;
• Run the Lodge card and Open trip report on a regular basis and follow up with the respective Board offices, to ensure that outstanding claims are reconciled/closed; May act as IT Coordinator (ITC), or Records Management Coordinator (RMC).
• Maintain and manage data in EBRD-specific applications (Board expenses and travel) to ensure accuracy of Bank records.
• Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions for the broader team, 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.
• Manage the processing of all travel and expenses of the Board of Directors, including organising of invoicing and payments, to ensure the process runs smoothly.

  Supporting Board Administration covering Constituency Offices, including:

  • Acting as IT, Departmental and Communications Co-Ordinator, plus Budget Officer for purchase orders;
  • Booking of temporary cover for Board Executive Assistants and ensuring that the necessary approvals have been given;
  • Routine administration for personnel changes.

    Supporting BIA, including:

    • Arranging meetings.
    • Booking travel.
    • Processing expense claims.

      Knowledge, Skills, Experience & Qualifications

      • A degree and/or equivalent business experience.
      • Fluent English, with excellent written and oral communication skills.
      • Knowledge of another language both written and spoken would be useful.
        • Administrative 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 discreetly with, confidential/sensitive information and data.
        • Excellent organisational and administrative skills.
        • Ability to prioritise workload, 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.
        • Ability to work to tight deadlines is essential.
        • Experience of SAP and R&M Travel portal essential.
          • Computer literate: Windows: Microsoft Outlook, Word, Excel, PowerPoint, Teams.

            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.