Requisition ID 35086 Office Country United Kingdom Office City London Division Procurement Policy & Advisory Dep. PPAD Contract Type Short Term Contract Length 07 months Posting End Date
Purpose of Job
The Officer is responsible for providing administrative and secretarial support to the team within the Procurement Policy and Advisory Department. The role is responsible for the smooth running of the team travel planning and expenses, diary, Ops Com/Board submissions, preparing and publishing Procurement Notices, Contract Awards and Prequalified Lists, supporting the complaints process managed by PPAD and assists in the organistation of departmental events and meetings.
Accoutanbilities & Responsibilities
- Making hotel/travel arrangements, itineraries and arranging visas, as required to ensure travel arrangements run smoothly.
- Handling expense claims relating to travel, hospitality, following up on reimbursement and monitoring corporate card bills to ensure all costs are recovered in a timely manner.
- Provide cover to the Senior Officer during absences and provide handover notes to ensure a smooth transition.
- Arranging Procurement Function Meetings, as well as preparing agendas and circulating minutes for these meetings
- Maintaining comprehensive filing in various hard copy and electronic systems
- Managing diaries, arranging internal and external conferences, presentations, meetings, international video conferences and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
- Performing ad-hoc secretarial/administrative/departmental duties as required.
- Maintain and circulate the PPAD Policy team calendar.
Knoweldge, Skills, Experience & Qualifications
Academic Qualifications
- Secondary/High School Education
- A recognised secretarial qualification would be useful, but is not essential
- Fluent English, with excellent written and oral communication skills
Experience/Knowledge
- Proven secretarial and administrative experience
- Familiarity with the Bankโs systems, policies and procedures
- Good organisational skills, proactive and flexible attitude to work essential.
- Ability to prioritise own work and to work on own initiative.
- Good communications skills, including pleasant and efficient telephone manner
- Attention to detail and eye for accuracy
- 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 highly efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
- Willing to work overtime as and when required, sometimes at short notice.
- Ability to multi-task while remaining calm and professional
- Excellent interpersonal manner, including tact and diplomacy.
- Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
- Knowledge of SAP is an advantage.
Technical Skills
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
- Knowledge of SAP desirable but not essential
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.
Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).