Requisition ID 35299 Office Country Kyrgyzstan Office City Bishkek Division Banking Countries of Operations Contract Type Regular Contract Length Posting End Date 17/01/2025
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.
Background
The Senior Officer role provides administrative support to the whole team/RO, including some or all of the following: research, data analysis, travel arrangements, procurement, and meeting and event arrangement. The Senior Officer position will often include Budget, Records Management, Human Resources and IT coordination.
This role will involve dealing with the departmental Director, Managers and other colleagues within the team; other EBRD departments; and clients.
Scale
The Senior Officer undertakes some or all of the following:
- Depending on RO/ or where applicable Budget management, with a budget ranging from GBP 25 K to GBP 5 mill
- The Senior Officer manages their own work, whilst dealing with queries and resolving issues independently (escalating more complex issues to their line manager)
- Main interfaces are with the departmental Director, Managers and other colleagues within the team, other EBRD colleagues, and contacts such as consultants and suppliers
No direct reports
Accountabilities & 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
- May act as IT Coordinator (ITC), Records Management Coordinator (RMC) 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.
- 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
- 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.
- Depending on RO, it may 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).
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:
- Monitor and report on achievement of the departmentโs Work Programme/Operational Plans/Scorecard, in order to provide the Director with an accurate snapshot of progress HQ only
- 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 HQ only
- 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 and Experience
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
Technical Skills
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
- Proven skills to draft business correspondence and documents, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts
- Knowledge of SAP desirable but not essential in all cases
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:
- 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