Administrative Senior Officer

Purpose of the Job

The Senior Officer is responsible for providing administrative and secretarial support to the team within the Procurement Policy and Advisory Department. The role is responsible for the smooth running of the team travel planning and expenses diary OpsCom/Board submissions preparing and publishing Procurement Notices and Contract Awards supporting the complaints process managed by PPAD and assisting in the organistation of departmental events and meetings.

Accountabilities and Responsibilities

• Oversee the preparation of the Departments Annual report; coordinate collate and when needed proofread and edit submissions
• Manage submissions to the Banks Management and Board committees (e.g. ExCom RiskCom Audit and Risk Committee the Board)
• Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose
• Make hotel/travel arrangements and itineraries; arrange visas as required to ensure travel arrangements run smoothly.

• Handle expense claims relating to travel and hospitality; follow up on reimbursement and monitor corporate card bills to ensure all costs are recovered in a timely manner.
• Allocate collate and submit weekly OpsCom/SBIC comments in a timely manner; prepare and organise OpsCom and Board documents for the Director/Specialists when they are required to attend; log project-related information into the Procurement Administration System (PAS).
• Monitor maintain and respond to the PPAD legal reviews and general enquiries inboxes
• Arrange monthly Procurement Function Meetings as well as prepare agendas and circulate minutes for these meetings
• Maintain comprehensive filing and electronic systems; act as the departments information management coordinator
• Manage diaries arrange internal and external conferences presentations meetings international video conferences and conference calls receive visitors ensuring that each meeting is seamlessly executed.
• Perform ad-hoc secretarial/administrative/departmental duties as required.
• Publish Procurement Notices and Contract Awards using Web Publisher to the Banks website in a timely manner.

• IT Coordinator acts as the departments IT coordinator processing joiners movers and leavers as appropriate.
• Act as the departments communication coordinator to ensure the efficient flow of information.

Knoweldge Skills Experience and Qualifications

Academic Qualifications

• Secondary/High School Education
• A recognised secretarial qualification would be useful but is not essential
• Fluent English with excellent written and oral communication skills

Experience/Knowledge

• Proven secretarial and administrative experience
• Familiarity with the Banks systems policies and procedures
• 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 cope well under pressure.
• Ability to take on responsibility.
• Knowledge of SAP is an advantage.
• Excellent timekeeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook Word Excel PowerPoint
• Knowledge of SAP desirable but not essential
• Knowledge of CMS systemswould be useful but is not essential

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 peoples 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 Banks 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.

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).