Back Office Manager

Requisition ID 35924 Office Country Iraq Office City Baghdad Division Banking Countries of Operations Contract Type Regular Contract Length Posting End Date 25/08/2025

The date of appointment of the successful candidate to the Analyst, Office Manager position in EBRD’s office in Iraq will be subject to necessary approval to open an office in Iraq being obtained. While this process is still under way, EBRD will issue a conditional offer to the successful candidate and will confirm the employment start date as soon as the institutional approval process is completed.

As this role involves collaboration with international teams, we kindly ask that you submit your resume in English

Purpose of Job

The Analyst, Office Manager (OM), is responsible for effective implementation of administrative procedures and processes, ensuring that the Resident Office provides an efficient and well managed working environment for the staff and visitors. The Analyst, OM, interfaces with counterparts and management within the Bank, as well as, on a case by case basis, external clients.

The role may also provide administrative assistance to the Head of Office, and/or RO based banker(s).

Background

The role reports to and works closely with the Head of Office on all administrative issues specific to the Resident Office, including budget, property, vehicles/logistics, service contracts with external providers, etc.

The role is responsible for keeping regular contact with the local authorities in respect to administrative matters related to the EBRD status and such matters as registration, visa, VAT and others.

The role organises and coordinates efficient logistical and operational support to the regular Bank visits/missions to the country, including senior officials.

Accountabilities & Responsibilities

Administration, Property and Office Management

• Co-ordinate regular maintenance of the office: office inventory; office supplies and equipment.
• Liaise with the landlord in conjunction with the Head of Office and Administrative Services over lease, office arrangements, refurbishment and regular maintenance issues.
• Together with the relevant HQ units and Head of RO, procure and manage purchases and disposals; manage service contracts, insurance policies, utilities etc.
• Coordinate external providers to ensure good quality work in a timely manner.
• Act as HR co-ordinator: make arrangements for the registration process with the Ministry for Foreign Affairs, accreditation issues of the non-local staff and their families; medical leave records and maintaining medical service contacts;
• Act as IT co-ordinator: arrange workstations (desks, PCs, desk phones) for RO newcomers, desks allocation for RO visitors, provide assistance to RO and visiting staff; coordinate with HQ IT department and RO IT specialists located in region, assist staff with IT/technical issues related to the equipment operation (audio/video calls), and familiarise staff with IT policies
• Coordinate with EBRD Publication Desk, ordering published materials and other marketing materials to be distributed locally including processing of import documentation.
• Implement RO archiving procedures according to Records Management and Archives Unit requirements.
• Act as a visa coordinator for all the matters of visas, including cooperation with the Foreign Ministry and all the visa support for travelling Bank staff and accreditations as needed.
• Champion and role model the highest standards of integrity and ethical conduct at all times.

  Accounting and Finance

  • Monitor and report on the achievement of the department’s Work Programme/Operational Plans/Scorecard, in order to provide the Head of Office with an accurate snapshot of progress.
  • Prepare annual budget proposal and mid-year budget for review / discussion with the Head of Office and with the Business Group Senior Budget Officer and provide monthly budget status for the Head of Office’s approval. Monitor the RO budget on a regular basis and do ad-hoc budget status checks for available funds for RO budget purchases.
  • Process and validate expense claims and all other SAP transactions of the RO, including the regular reconciliation of the traveller’s RO Corporate credit cards.
  • Handling of the RO accounts; approving Nostro/cash payments within his/her own limit, executing Bank transfers; handling monthly petty cash reconciliations, while ensuring the necessary segregation of related duties in the RO, reviewing and paying local suppliers’ invoices.
  • Timely reporting to HQ Nostro Control and Requesting funds transfer for RO cost centres from HQ.

    Staff Supervision

    📚 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!

    • As designated, ensure effective supervision of the OTE and General Services staff including coordination of their workload, keeping track of overtime and providing on-the-job-training.
    • Provide input for annual objectives setting and performance feedback, monitoring of workload and on-the-job training.

      Administrative support to the Head of RO and/or other Bankers

      • Provide overall administrative and logistical support to the Head of Iraq and other staff as needed.
      • Drafting official letters and relevant administrative correspondence for review by RO Head.

        Knowledge, Skills, Experience & Qualifications

        • Previous experience in senior administrative/accounting function (including in supervisory capacity) in an international or a leading local company is preferable
        • Ability to work independently and on own initiative on day-to-day basis, including ability to think ahead and foreseeing the administrative needs/ requests
        • Strong organisational skills, demonstrated ability to prioritise
        • Strong communication skills, including ability to communicate confidently and assertively
        • Excellent interpersonal skills
        • Ability to cope well and remain calm under pressure
        • Ability to handle highly confidential and sensitive issues
        • Reliable and flexible with professional manner
        • Balancing peoples’ demands and operational resources within the scale of the job
        • Impeccable behaviour towards clients and co-workers
        • Diligent with high degree of integrity
        • Ability to complete tasks in a timely manner, meeting deadlines, attention to details
        • Native Arabic, very good written and spoken command of English

          What is it like to work at the EBRD? / About 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.

          At EBRD, our Values – Inclusiveness, Innovation, Trust, and Responsibility – are at the heart of how we work. We bring these to life through our Workplace Behaviours: listening well and speaking up, collaborating smartly, acting decisively with full commitment, and simplifying to amplify our impact. These principles shape our culture and define our success. We seek individuals who not only share these values but are also committed to embedding them in their daily work, fostering a positive and high-performing environment.

          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. Our workforce reflects a broad range of backgrounds, perspectives, and experiences, bringing fresh ideas, energy, and innovation and enhancing our ability to serve our clients, shareholders, and counterparties effectively.
        • A hybrid workplace that offers flexibility to teams and individuals; that is based on trust, flexibility and connectedness.
        • An environment that places sustainability, equality and digital transformation at the heart of what we do.
        • A workplace that prioritises employee wellbeing and provides a comprehensive suite of competitive benefits.

          Diversity is one of the Bank’s core values which are at the heart of everything it does. 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, gender identity, sexual orientation, age, socio-economic background or disability.

          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).