Back Officer, Documentation Office - Part Time

Requisition ID 34143 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 06 months Posting End Date 14/12/2023

This is a part-time role - 2.5 days a week

Purpose of the Job

The Officer, Documentation Office, contributes to the smooth running of the delivery of a core function of the Office of the Secretary General, notably by providing administrative support for the distribution of accurate and complete documents to the Board of Directors and the Board of Governors in order to support their decision making (and by extension the corporate governance of the EBRD).

The Officer liaises closely with the other secretariats (ExCom, SPCom, RiskCom, OpsCom) and other senior Bank staff (Team Directors and Banking Operation leaders) regarding official board documents, including on presentation, submission processes and procedures, deadlines and security classifications

Accountabilities and Responsibilities

The Officer has the following accountabilities and responsibilities:

Administration:

• Assist with preparation and editing of internal documents to be submitted to the Board of Directors
• Maintain and manage data in EBRD-specific applications (especially Pegasus) to ensure accuracy of Bank records

  Role Specific:

  📚 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!

  • Supporting the Documentation Office team in their roles of ensuring the efficient and secure distribution of documentation to the Board of Directors and senior management in accordance with the Bank’s policies and procedures.
  • Preparing board documentation for the review, where necessary, of the Principal, BIA.
  • Assisting the Documentation Office team in supporting the day-to-day administration of the Pegasus membership groups in accordance with the User Access Matrix and in accordance with the Bank’s Information Security Policy.
  • Assisting in monitoring and approving the Pegasus Joiners/Movers/Leavers process.
  • Assisting in monitoring and approving the requests from Bank staff for Restricted Access to information. Assigning users to correct membership groups to control access to Restricted and Highly Restricted information within Pegasus.
  • Assisting in acting as first point of contact for any issues with Pegasus access, and referring if appropriate, to IT ServiceDesk.
  • Assisting BIA Principals in their roles as Board and Committee secretariats, by advising and preparing document coversheets for review.
  • Entering and distributing documents electronically via Pegasus
  • Maintaining and updating board event information in the Board of Directors’ Outlook calendars.
  • Assisting the Documentation Office team with electronic distribution of documents to the Board of Governors prior to the Annual Meeting and assisting with administering the registration of delegates on Pegasus to enable access to relevant information for the Annual Meeting.
  • Carrying out administrative tasks in the Documentation Office including, compiling statistics and running reports from Pegasus for input into the department’s key performance indicators and responding to queries.
  • Providing cover for other members of the Documentation Office team when they are out of the office

    Knowledge, Skills, Experience and Qualifications

    Academic Qualifications

    • A recognised secretarial or business qualification would be useful, but is not essential
    • Fluent English, with excellent written and oral communication skills

      Experience/Knowledge

      • Excellent written and oral communication skills, Relevant experience in a similar role
      • Good level of numeracy, strong organisational, administrative and analytical skills
      • Self-motivated with the ability to work independently and to prioritise and schedule tasks
      • Attention to detail and eye for accuracy
      • Ability to cope well under pressure and to deal with a high volume of work
      • Ability to work efficiently as part of a team with ability to build effective working relationships with clients and colleagues in a multicultural environment.
      • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data

        Technical Skills

        • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint and either the knowledge of or the desire to learn how to use the EBRD’s Pegasus Board Portal

          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.