Requisition ID 33771 Office Country Kazakhstan Office City Astana Division Banking Countries of Operations Contract Type Short Term Contract Length 12 months Posting End Date 10/08/2023
Purpose of Job
The Senior Officer contributes to the smooth running of the team/RO 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:
- Assist with preparation and editing of internal documents to be submitted to the Bankโs committees (e.g. ExCom, OpsCom, SP Com, TC Com, BAAC, FOPC, Board) HQ only or where applicable
- Manage 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 โ HQ only or where applicable
- Act as Records Management Coordinator (RMC), First Aider and Human Resources Departmental Coordinator
- Maintain and manage data in EBRD-specific applications (PMM, DTM, etc.) to ensure accuracy of Bank records HQ only or where applicable in RO
- Coordinate all required facilities, catering and technical assistance for internal/external meetings/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.
- Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses.
- Process the payments into CITI system, enter the payments into the SAP system using respective budget codes
- Calculate costs for freelance drivers transportation services with respective budget codes breakdown
- Diary management โ arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager โ HQ only or where applicable in RO
- Coordinate all high-level visits from EBRD HQ and other ROs as well as organize high-level visits of Kazakh Government and business delegations to HQ.
- Act as a focal point for the EBRD Governorโs office in Kazakhstan
- Depending on RO may act as a visa coordinator for all the matters of visas including co-operation with the Foreign Ministry, all the visa support for travelling staff from HQ and locally foreign based staff.
- Co-ordinate the exchange of information with the UN regarding security clearance, update of the safety related documents: Emergency cascade, BCM (Business continuation management plan) in the role of UNDSS Security Focal Point (SFP)
- Maintain the RO Astana intranet page writing occasional posts on highlight events and updating the Astana general information for visitors
- Contribute to the team engagement projects and events.
Consultancy:
- Manage the processing of consultant contracts, including organising of invoicing and payments, to ensure the process runs smoothly HQ only or where applicable in RO
Budget:
- Proactively manage and monitor the budget and review all charges to the teamโs budget, either as Budget Officer or Alternate Budget Officer, to ensure the accuracy of all financial details and compliance with the Bankโs procedures HQ only or where applicable in RO
Reporting:
- 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 HQ only
- Perform specific data-based analytical work to provide Managers with essential information for the production of reports HQ only
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
- A degree and/or equivalent business experience
- A recognised secretarial 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
- RO-specific: knowledge of local Office language essential
Experience/Knowledge
- Excellent written and oral communication skills, Relevant experience in a similar role
- RO-specific: fluent English both written and oral
- 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
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.
- Proactively manage and monitor the budget and review all charges to the teamโs budget, either as Budget Officer or Alternate Budget Officer, to ensure the accuracy of all financial details and compliance with the Bankโs procedures HQ only or where applicable in RO
- Manage the processing of consultant contracts, including organising of invoicing and payments, to ensure the process runs smoothly HQ only or where applicable in RO