Requisition ID 34057 Office Country Ukraine Office City Kyiv Division Banking Countries of Operations Contract Type Regular Contract Length Posting End Date 21/11/2023
The position is based in Ukraine with temporary relocation to Warsaw, Poland. EBRD may grant approval to work from Ukraine to eligible candidates who may not be able to relocate to Warsaw, Poland due to personal objective reasons
Purpose of Job
The Assistant is responsible for administrative support and secretarial assistance to Lawyers and Bankers from the team. The role is responsible for the smooth running of the managersโ business activities including travel planning and expenses, diary and internal high-level meetings Inc. committee meetings.
For this role to be successful they need to interact across the whole of the EBRD up to and including Managing Directors and where applicable external clients & service providers.
Accountabilities and Responsibilities
- Assist three to five lawyers and support the Office of the General Counsel (OGC) on related issues particularly processing of Power Of Attorney related to the project; processing of legal documentation, safekeeping; completion of OGC forms.
- Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
- Process consultancy contracts/legal documentation and liaise with consultants, and outside lawyers as directed by the manager.
- Carry out all secretarial and administrative duties for the team 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 โ drafting, checking and/or proofreading as needed
- Obtain the appropriate sign-off on documents when required ensuring that they are signed or coordinated in a timely manner.
- Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.
- Prepare Powerpoint presentations and other material for meetings/committees
- Draft routine business correspondence for Directorโs signature. Prepare, draft and check team documentation ensuring quality management control.
- Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.
- Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managersโ/team to ensure instant retrieval of documents.
- Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
- May manage and coordinate 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.
- Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard.
- Conduct ad-hoc or specific tasks assigned by Line Manager or Matrix Manager which may be related amongst others to pipeline or reporting.
- Maintain Team-shared calendar, Weekly Whereabouts, & Contact Database.
- Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
- University degree
- A recognised secretarial qualification would be useful, but is not essential Fluent English and Ukrainian with excellent written and oral communication skills
- Knowledge of Polish both written and spoken would be useful
Experience/Knowledge
- Secretarial and administrative experience Good organisational skills, proactive and flexible attitude to work essential.
- Ability to use initiative to undertake tasks and projects without guidance.
- Good communication skills, including pleasant and efficient telephone manners.
- Attention to detail and eye for accuracy.
- Good knowledge of the Departmentโs procedures and the EBRD.
- 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 efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
- 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.
- Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.
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 Bankโs 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.