Requisition ID 35099 Office Country United Kingdom Office City London Division Policy and Partnerships Contract Type Regular Contract Length Posting End Date 21/10/2024
Purpose of the Job
The Senior Officer contributes to the smooth running of Gender and Economic Inclusion by providing administrative, consultancy, and budget support to team members, interacting with colleagues Bank-wide, as well as external stakeholders.
Background
G&EI consists of a team of around 50 human capital and gender experts / economists and has the main objective of delivering the EBRDโs Gender and Equality of Opportunity Strategies and designing and implementing future updates of both. G&EI is part of the Policy Strategy Delivery Department (PSD) that supports the Bank in increasing its impact through enhanced operations and policy engagements. PSD does this by promoting policy reforms and impact across a range of priority areas, including economic governance, digitalisation, capital markets, as well as GEI, and by providing political and economic assessments for the EBRD region.
The Senior Officer provides administrative support to the Director G&EI and the whole team, including some or all of the following: travel arrangements and expense preparation, budget officer, procurement, TC support, contracting, and meeting and event arrangement.
This role will involve working with the Director, four Associate Directors, and other colleagues within the team; other EBRD departments; and external stakeholders.
Facts / Scale
The Senior Officer undertakes some or all of the following:
- Diary and overall administrative support to G&EI Director
- Administrative support, including travel/expenses, procurement, TC, event and meeting support to G&EI department
- Budget management support to G&EI Director
- The Senior Officer manages their own work, whilst dealing with queries and resolving issues independently (escalating more complex issues to their line manager)
No direct reports
Accountabilities and Responsibilities
Administration:
- 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
- Coordinate required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements.
- Arrange 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
- 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.
Consultancy and TC support:
- Support the processing of consultant contracts, including organising of invoicing and payments, to ensure the process runs smoothly.
- Support preparation of TC (technical cooperation) assignments including procurement, organising of invoicing and payments, PO reconciliations.
Budget:
- Proactively manage and monitor the budget and review all charges to the teamโs budget, as Budget Officer, to ensure the accuracy of all financial details and compliance with the Bankโs procedures
- Raising Purchase Orders and paying suppliers
- Arranging cost recovery from donor funds where applicable
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
Experience/Knowledge
- Excellent written and oral communication skills
- Relevant experience in a similar role
- Good level of numeracy, strong organisational, administrative and analytical skills
- Self-motivated with the ability to work independently and prioritise and schedule tasks
- Attention to detail and eye for accuracy
Technical Skills
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint, Teams
- Proven skills to draft business correspondence and documents, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts
- Detailed knowledge of SAP, useful but not essential
Please be advised internal applicants are only eligible to apply once the probation period in your current role has been passed.
Please note that CCTs and applicants working directly for a Board office can only apply for jobs advertised via the external website.
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).
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.