Back Assistant / Receptionist

Requisition ID 35081 Office Country Croatia Office City Zagreb Division Banking Countries of Operations Contract Type Short Term Contract Length 09 months Posting End Date 17/10/2024

Purpose of the Job

The Assistant provides reception cover and administrative support to staff, including travel arrangements and secretarial assistance in project preparation.

Background

The Assistant provides reception cover comprehensive high quality secretarial support to staff from various teams represented in RO and also works in cooperation with service providers (travel agencies, courier companies, etc.)

Scale

Depending on office size and number of other secretaries, Assistant assists to 2-8 bankers.

• No Line Management Responsibility
• Interacts with:
  • Bankers, internal departments
  • Service providers (courier companies, travel agencies, taxi companies),
  • Clients to coordinate meetings

    Accountabilities & Resonsibilities

    • Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
    • Distribution of mail, ensuring the correct correspondence gets to the correct EBRD staff member.
    • Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholder’s schedules.
    • Proof read and draft routine business correspondence for Banker’s signature, editing, photocopying, scanning and binding documents;
    • Organising conference calls, video conferences, external and internal meetings;
    • Travel arrangements for various business trips, including visas arrangements and preparation of travel cost claims and following up on reimbursement process
    • Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms, communication with TC team
    • Maintaining the filing system to ensure instant retrieval of up-to-date information (Project link)
    • updating DTM entries as per the OPSCOM minutes and memo;
    • OpsCom preparation: video-link organising.
    • Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings;
    • Working with visiting missions in the related areas (requesting meeting, arranging transfers etc)
    • Ad-hoc other secretarial and administrative duties when required.

      Knowledge, Skilsl and Experience

      📚 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!

      Academic Qualifications

      • Higher education
      • Fluent English, with excellent written and oral communication skills

        Experience/Knowledge

        • Secretarial and administrative experience essential
        • Good organisational skills, proactive and flexible attitude to work essential.
        • Ability to prioritise own work and to work on own initiative.
        • Good communications skills, including pleasant and efficient telephone manner
        • Attention to detail and eye for accuracy
        • Ability to cope well under pressure
        • Ability to build effective working relationships with clients and colleagues in a multicultural environment
        • Conscientious, reliable and flexible with a professional and helpful attitude.
        • Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
        • Willing to work overtime as and when required, sometimes at short notice.
        • Ability to multi-task while remaining calm and professional and a capacity for hard work.
        • Excellent interpersonal manner, including tact and diplomacy.
        • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
        • Ability to take on responsibility.
        • Excellent time-keeper.

          Technical Skills

          Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint, Teams etc.

          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).