Requisition ID 33910 Office Country United Kingdom Office City London Division Policy and Partnerships Contract Type Short Term Contract Length 07 months Posting End Date 05/10/2023
Purpose of Job
The Assistant is responsible for providing administrative and secretarial support to the team. The role is responsible for the smooth running of the teamsโ business activities including travel planning and expenses, diary, Ops Com/Board submissions general ad hoc support to the team.
Accountabilities and Responsibilities
- Making flight/accommodation arrangements, itineraries and arranging visas, currency and taxis, to ensure travel arrangements run smoothly.
- Provide cover where appropriate during team budget officerโs absence and provide handover notes to ensure a smooth transition.
- Handling teamโs 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. Working with team budget officer to clear lodge card and open trips items;
- Providing support on OpsCom and Board submission and ensuring quality management and control; proof-reading and checking documents as and when required.
- Responding to and dealing with external queries; passing on emails to other members of the team as appropriate to ensure appropriate action is taken.
- Monitor and keep up to date the team and departmental calendars in Outlook and Excel.
- Maintain comprehensive filing in various hard copy and electronic systems and archiving to ensure instant retrieval of documents.
- Managing diaries, arranging internal and external meetings (receiving visitors ensuring that each meeting is seamlessly executed.
- Events โ supporting the organisation of events on behalf of the team ensuring that they are well organised and that any issues arising are resolved in a timely way.
- Depending on the individual team they may be responsible for dealing with reports, logging, ensuring all entries are correct and that all personal items are paid by the individual
- Depending on the individual team, coordinating moves and changes with HR, IT and Facilities or/and own department coordinator to ensure a smooth on boarding for new starters.
- Conduct ad-hoc or specific tasks assigned by Line Manager, which may be related amongst others to pipeline, or reporting.
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
- Secondary/High School Education
- Fluent English, with excellent written and oral communication skills
- Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful
Experience/Knowledge
- Secretarial and administrative experience essential
- 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 cheerfully 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 and a capacity for hard work.
- Excellent interpersonal manner, including tact and diplomacy.
- Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
- Ability to take on responsibility.
- Knowledge of SAP is an advantage
- Excellent time-keeper.
Technical Skills
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
- Knowledge of SAP desirable but not essential
- At least 55 wpm typing
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.