Back Team Administrative Support

Requisition ID 34609 Office Country United Kingdom Office City London Division Environment & Sustainability Contract Type Short Term Contract Length 12 months Posting End Date 09/05/2024

Purpose of the Job

The Senior Officer contributes to the smooth running of the team by providing administrative and/or budget-related support to team members, interacting with colleagues Bank-wide, as well as external clients and institutions.

Accountabilities and Responsibilities

The Senior Officer has some or all of the following accountabilities and responsibilities:

Administration:

• Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses. Keep the Admin unit dashboard on the Planner application up to date with the progress of all trip requests.
• Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager.
• Maintain and manage data in EBRD-specific applications (PMM, DTM, EMD, etc.) to ensure accuracy of Bank records. Produce reports and filter data according to specific requirements from heads of sectors.
• Manage team mailboxes for internal/external correspondence/requests including drafting responses for review, forwarding for action within the team and interfacing with other departments to ensure that follow-up action is taken.
• Coordinate all required facilities, catering and technical assistance for internal/external events, meetings and training sessions, 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.
• May act as IT Coordinator (ITC), Records Management Coordinator (RMC) and Human Resources Departmental Coordinator
• Assist with preparation and editing of internal documents to be submitted to the Bank’s committees (e.g. ExCom, OpsCom, SP Com, TC Com, BAAC, FOPC, Board) where applicable

  Consultancy:

  • If required, assist with the management of the processing of consultancy contracts, including checking of invoices and payments, to ensure the process runs smoothly. Keeping track of signed contracts and managing the consultancy budget for the department.

    Budget:

    • If required, proactively manage and 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.

      Reporting:

      📚 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!

      • Undertake internet-based research on both a planned and an ad hoc basis and complete internal and external document searches, to provide Managers with essential information for the production of reports
      • Assist with the production of reports and presentation material, undertaking secondary proof-reading and editorial work. Assist with requests for updates to the department’s intranet / internet pages.

        Knowledge, Skill, Experience and Qualifications

        Academic Qualifications

        • A degree and/or equivalent business experience
        • A recognised administrative or business qualification would be useful, but is not essential
        • Fluent English, with excellent written and oral communication skills
        • Knowledge of another language, both written and spoken, would be useful

          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 work as part of a team where tasks are allocated by the line manager, willingness to support the wider team and assisting and collaborating with colleagues in the Admin Unit.

            Technical Skills

            • Computer literate: advanced knowledge of Microsoft Suite of applications. Well-versed in use of MS365 and other relevant software tools available to perform tasks, such as Excel, Planner, MS Forms, Sharepoint, Copilot.
            • Proven skills to draft business correspondence and documents, summarise information in written narratives and presentations including textual, numeric and graphic/charts
            • Knowledge of SAP desirable: processing of expenses, raising POs, Goods-receips, 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.