Requisition ID 34008 Office Country Bulgaria Office City Sofia Division Banking Countries of Operations Contract Type Fixed Term Contract Length 2 years Posting End Date 06/11/2023
Purpose of Job
The Admin Assistant:
โข Provides administrative support to staff, including travel arrangements and assistance in project preparation.
As a driver he/she needs:
โข To provide safe transportation to the Head of RO and Bank Senior Management visiting the RO as well as to drive RO staff and Bank visitors, within Country of Operation and, as necessary, neighbouring countries.
โข Accompany the President, First VP , MDโs and Senior Management during their visits to the RO
โข To observe all Road Safety Codes and H&S Policy and Mandatory Procedures.
โข This role is safety critical
Background
โข As the Assistant provides comprehensive high quality secretarial support to staff from various teams represented in RO and also works in cooperation with service providers (travel agencies, courier companies, etc.)
โข As the Driver he/she is responsible of all business related transportation needs that arises for the Head of RO, EBRD Senior management and for the rest of the team members. The Driver is responsible for the Senior management visits to the ROs and accompanies them during their trips in the country including high level events
Facts / Scale
Assistant assists Head of Office, Office Manager and 2 bankers.
- Interacts with:
o Head of Office, Bankers, Office Manager
o Service providers (courier companies, travel agencies, taxi companies),
o Clients to coordinate meetings
The Driver is responsible of observing and abiding by the driving rules and driving safely and responsibly.
- Attend in-house and outside training courses on safe driving and first aid as per the Bankโs and local standards.
- The Driver ensures that the office car is subject to regular maintenance and technical checks by authorised technicians.
Accountabilities & Responsibilities
Administrative Assistant
โข Screening incoming telephone calls (internal and external), determine purpose of calls, and forward calls to appropriate personnel or department, take and deliver messages when appropriate personnel are unavailable;
โข Answer questions about organization and provide callers with address, directions, and other information;
โข Deal with general inquiries in a professional and courteous manner, in person, on the telephone or via e-mail; direct inquiries as appropriate;
โข Distributions of mail, sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff member.
โข Assist in the organization of workshops and seminars, preparing presentations for internal and external meetings;
โข Ad-hoc other secretarial and administrative duties when required
โข Greet and receive visitors, determine nature of business, direct and accompany visitors to appropriate personnel;
โข Prepare meeting room with presentation equipment/materials and refreshments
โข Assist visiting missions if required
โข Scan, copy and send documents;
โข Organize conference and meeting room bookings;
โข Arrange transportation for the EBRD visitors on request
โข May be required to provide ad hoc support to the Office Manager
โข Entitled to all ITC duties in the office with special attention to hardware, software, network and other IT related issues which do not require administrator access.
Driver
โข Drive EBRD staff and visitors professionally ensuring a safe, punctual and efficient journey is achieved.
โข Adhere to all relevant local driving rules whilst executing your duties to the required EBRD standards
โข Provide timely and safe transport to the Head of Office, Bankers and Bank visitors in accordance with the Road Safety Codes and in line with the local legislations
โข Identify alternative routes for the trips when route is busy or unsafe
โข Responsible for maintaining the RO car in good, clean and safe working condition
โข Responsible for the housekeeping of RO garage
โข To deliver documents and packages for the EBRD in a timely manner
โข May assist with maintenance of RO as required where applicable
โข Coordinate the regular maintenance and technical checks, services and repairs on EBRD vehicle ensuring it is fit for purpose and safe to transport bank staff and customers.
โข Assist the Office Manager with specific car documents and insurance papers.
โข May implement other tasks and duties in the RO as requested by the Head of Office or Office Manager
โข May be assigned a First Aider and focal point in case of emergency, responsibility for maintaining satellite phone in accordance with H&S requirements
โข Responsible for the weekly travel log sheet completion and submission.
โข Ensure that driving licence is valid
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
โข Higher education
โข Fluent English, with excellent written and oral communication skills
Experience/Knowledge
โข Secretarial and administrative experience essential
โข Good organisational skills, proactive and flexible attitude to work essential.
โข Ability to prioritise own work and to work on own initiative.
โข Good communications skills, including pleasant and efficient telephone manner
โข Attention to detail and eye for accuracy
โข Ability to cope well under pressure
โข Ability to build effective working relationships with clients and colleagues in a multicultural environment
โข Conscientious, reliable and flexible with a professional and helpful attitude.
โข Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
โข Willing to work overtime as and when required, sometimes at short notice.
โข Ability to multi-task while remaining calm and professional and a capacity for hard work.
โข Excellent interpersonal manner, including tact and diplomacy.
โข Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
โข Ability to take on responsibility.
โข Excellent time-keeper.
Technical Skills
โข Computer literate: Windows 7, 8 &10: Microsoft Outlook, Word, Excel, PowerPoint, General Network, Hardware and other IT related works
Driver skills required
โข Safe driving record
โข Valid driving license
โข Strict compliance with health and safety procedures
โข Excellent driving skills and technical knowledge of cars
โข Defensive Driver Training preferred-
โข Experience of working in an international environment
โข Good communication and interpersonal skills
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.