Requisition ID 34171 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 06 months Posting End Date 10/01/2024
This position is initially advertised as a 6-month term, but the duration may be subject to change based on the length of the recruitment process
Purpose of the Job
The SO assists the Director, AMPEM & Language Services in the day-to-day running of both units. The Senior Officer is responsible for organising all Annual Meeting logistic missions to host countries including travel, accommodation, visas, mission programme, local transport and interpreters, and works onsite at the Annual Meeting as part of the Event Management team. The SO is also responsible for organising all Regional Fora missions and travel for the actual event. The SO is responsible for the purchase and distribution of corporate gifts, as well as the Board photograph. The SO is the IT coordinator for the AMPEM unit and, to some extent, OSG as a whole. The SO is the Information Management Coordinator for the AMPEM unit and acts as the HR coordinator for the AMPEM unit.
Accountabilities and Responsibilities
- Assist and provide support to the Director, AMPEM & Language Services with day-to-day calendar, scheduling and coordination of meetings, preparation and drafting of general and official documents, emails; liaise with internal and external contacts; carry out ad hoc requests as required;
- Organise all AM logistic missions and reconnaissance visits to host countries for OSG, other Senior Bank staff travelling on AM missions and external consultants and, as such, book travel and accommodation, arrange visas, liaise with Ministries in the Host country and the RO to organise the mission programme, including visits to local suppliers, local transport, interpreters, meeting room bookings and approve related expenses, in accordance with the AM budget;
- Organise all Regional Fora logistic missions for the AMPEM unit and, as such, book travel and accommodation, arrange visas, liaise with the Host country and the RO;
- Organise ad hoc trips for Unit members;
- Manage the purchase and distribution of corporate gifts;
- Manage the order of the Board photograph and, as such, liaise with the photographer, framing company and the Communications department and ensure its distribution to Board Members and Senior Management;
- When required, cover for the Analyst, Event Management, in the โday-to-day runningโ, using Pegasus for room bookings and liaise with catering services, technicians and MRAs as necessary;
- As the IT coordinator for the AMPEM unit and, to some extent, OSG as a whole, liaise with HR, IT, Telecoms and Administrative Services when hiring new staff members and make sure that everything is set up for their arrival, attend regular meetings;
- Manage and track the on-boarding process proactively, following up with IT and People Operations to ensure any bottlenecks are identified in a timely manner.
- Act as the HR coordinator for the AMPEM and LS unit, gathering Unit HR-related information (holiday, training, etc.), update call-out cascade and emergency contact details for the AMPEM unit;
- Provide administrative support to the AMPEM Unit, processing expenses, booking travel and taxis, ordering business cards and stationery, etc.;
- As Information Management Coordinator (IMC) for the AMPEM Unit, co-ordinate record management activities based on the official File Plan and Retention Schedule, train Unit staff in filing/archiving procedures as necessary and maintain the Unit filing, attend regular meetings;
- Write the training plan and onsite working scenario for Business Forum Room Managers, Meeting Room Attendants and Directional Staff at the Annual Meeting;
- Provide onsite training and management of Business Forum Room Managers, Meeting Room Attendants and Directional Staff at the Annual Meeting;
- Ensure onsite the coordination of Event Room Managers, providing back-up as necessary, and act as an Office Manager at the Annual Meeting;
- Research and prepare data on potential candidate countries and potential dates for future AMโs;
- Arrange AM translations for the Unit and other units in the Bank, liaising with Language Services;
Budget and administrative tasks
- Assist the Budget Analyst in approving expenses in SAP, raising purchase orders and parked journals;
- Prepare presentations and other applicable documentation for the team for speaking/meeting engagements;
- Coordinate hotel/travel arrangements, itineraries, and produce expense claims relating to travel & hospitality;
- Draft routine business correspondence, edit & proof and obtain the relevant sign offs;
- Provide cover for other admin/secretarial staff in the team during absences;
- Where required, provide secretarial support, either additionally or as cover, as directed by the Line Manager.
Event Management
- Board/Top Management Retreat: contact venues to arrange recceโs;
- Board meetings: provide admission into meetings and set up Webex connections;
- Board photos: organise Board photos (book photographer and manage site visit). Liaise with editor in selecting/editing the photos. Set up an online system for managing and ordering Board photos in an automated way. Liaise with Executive Assistants to ExCom Members and Executive Assistants to Board Directors, informing them and providing support during the order process;
- Reconnaissance visits: organise visits for relevant team members to potential external venues for Board and Top Management Retreats, based on Event Managementโs shortlist;
- Corporate Gifts: research and order new stock, in line with the teamโs requirements, research new sustainable alternatives.
Logistics
- Annual meetings: assist with mission schedules.
Registration and Marketing
- AM Registration: assist with email responses and maintain the shared mailbox;
AM posters: source photos, liaise with printing company and organise photo framing.
Knowledge, Skills, Experience and Qualifications
- Experience organising travel and logistics for large groups;
- Relevant professional experience in organising large-scale events;
- Educated to degree level preferable but not essential;
- Excellent organisational and administrative skills;
- Computer literacy, including SAP, MS Excel, MS Word, Outlook and Internet;
- Accuracy and attention to detail essential and ability to work to deadlines;
- Excellent communication skills in English, written and spoken. Knowledge of other official languages of the EBRD would be an advantage;
- Excellent interpersonal skills and the ability to liaise at all levels in a multicultural setting;
- Excellent people management skills;
- Good knowledge of the Banksโ procedures and policies;
- High level of initiative, able to multi-task, prioritise and schedule own work and work independently.
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.
- AM Registration: assist with email responses and maintain the shared mailbox;
- Annual meetings: assist with mission schedules.
- Board/Top Management Retreat: contact venues to arrange recceโs;
- Assist the Budget Analyst in approving expenses in SAP, raising purchase orders and parked journals;