Back Team Administrative Officer

Requisition ID 33326 Office Country United Kingdom Office City London Division Communications Department Contract Type Short Term Contract Length 12 months Part time Posting End Date 01/04/2023

Purpose

The Officer provides general administrative support whilst also taking on responsibility for important administrative processes. The role may also provide 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.

Background

The Officer provides administrative support whilst taking on responsibility for important processes.

The role can also provide secretarial support for a number of senior level managers and their team

This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

Facts / Scales

• Provide support for departmental contribution to Bank Committees
• Contribute to team budget, amount varies dependant on size of team, ensuring that all costs incurred comply with the EBRD policy and all issues are reported in a timely manner.
• Main internal interfaces are with their Manager, all members within their team, their Team Budget Officer/Group Budget Officer, 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.
• The Officer may also provide secretarial support to senior bankers/managers
• No line manager responsibilities.

  Accountabilities & Responsibilities

  📚 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!

  • 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.
  • Assist the Budget Officer in 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]
  • Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages.
  • Prepare presentations and briefing notes for the team for speaking/meeting engagements.
  • Depending on the individual team, function as the HR, IT Stationery, Archives, Project/Live link and Departmental coordinator to ensure the smooth running of the team and that procedures are adhered to.
  • 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.
  • Manage Departmental delivery processes for submission of memos and papers for Bank Committees’

    Provide cover for other admin/secretarial staff in the team during absences

    Knowledge, Skills, Experience & Qualifications

    Academic Qualifications

    • Secondary/High School Education
    • 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

      • 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 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
      • Ability to work to tight deadlines is essential

        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.