Back Team Assistant, Climate Strategy and Delivery Department

Requisition ID 34406 Office Country United Kingdom Office City London Division Policy and Partnerships Contract Type Fixed Term Contract Length 2 years Posting End Date 11/03/2024

Purpose of the Job

The Assistant is responsible for administrative support and secretarial assistance to senior and/or other managers in the Climate Strategy and Delivery team. The role is responsible for the smooth running of the managers’ business activities including extensive travel planning, expenses, diary management including internal high-level meetings and day-to-day support.

For this role to be successful they need to interact across the whole of the EBRD, including Managing Directors and where applicable external clients and service providers.

Background

The Climate Strategy and Delivery group comprises c.100 people, primarily based in London, that is responsible for the Bank’s green and climate, strategy, policy and operational support. Its core functions are to coordinate the definition of the Bank’s strategy in the green and climate areas, support the Banking teams with specialist expertise to ensure delivery of the Bank’s green investment goals and deliver policy advice and technical support to the Bank’s clients and countries of operations. The group is led by a Managing Director and is further divided into three roughly equal teams, each led by a Director and covering the areas of: Climate Strategy and Regional Delivery, Sustainable Business and Infrastructure and Green Financial Systems.

Administrative support for the group is centralised in a team of four Assistants, based in the Climate Strategy and Regional Delivery team but providing support to the whole group. That team reports to the Associate, Team Lead, who is responsible for all the group’s administrative and operational support needs, including administration, budget, IT and similar areas.

Accountabilities and Responsibilities

Administration / Secretarial:

• Manage and coordinate hotel/travel arrangements, itineraries and arranging visas as required for the entire CSD Group to ensure travel arrangements run smoothly.
• Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the CSD staff members do not incur any unnecessary delays in receiving payment and ahead of the Budget year-end deadline.
• Carry out all secretarial and administrative duties for the entire CSD Group including the Managing Director and Directors (when required) to enable smooth running of the office.
• Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
• Correspondence – drafting, checking and/or proofreading as needed.
• Maintain comprehensive filing in various hard copy and electronic systems (Teams Channels and Live link etc.) and archiving for Managers’/team to ensure instant retrieval of documents.
• Conduct ad-hoc or specific tasks assigned by Line Manager when required.
• Maintain Team-shared calendar, Weekly Whereabouts and Contact Database.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

  Budget:

  📚 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!

  • Support the CSD Budget Officer with budgetary functions for the CSD Group.

    Event Management:

    • Assist in managing and coordinating conferences, and events by being well organised, paying the utmost attention to detail and troubleshooting on the day to ensure that all runs smoothly and to time.
    • Assist in organising and coordinating internal team building events ensuring they are professionally managed to a high standard when required.

      Knowledge, Skills, Experience and Qualifications

      Academic Qualifications

      • High School Education
      • A recognised secretarial qualification would be useful, but is not essential
      • Fluent English, with excellent written and oral communication skills
      • Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful

        Experience/Knowledge

        • Strong team player with the ability to effectively cooperate and collaborate with other members of the team with a positive mind-set.
        • Proven track record of relevant business is experience.
        • Secretarial and administrative experience is essential.
        • Good organisational skills, proactive and flexible attitude to work are essential.
        • Ability to use initiative to undertake tasks and projects without guidance.
        • Self-motivated with the ability to prioritise and multitask is essential.
        • Good communications skills.
        • Attention to detail and eye for accuracy.
        • Good knowledge of the Department’s procedures and the EBRD would be useful.
        • Good level of numeracy would be useful.
        • 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.
        • Ability to multi-task while remaining calm and professional and a capacity for hard work.
        • Ability to work efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
        • Excellent interpersonal manner, including tact and diplomacy.
        • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
        • Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.
        • Knowledge of SAP desirable.

          Technical Skills

          • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
          • Knowledge of SAP desirable but not essential
          • At least 55 wpm typing

            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.