Administrative Assistant Director & Team Support

Purpose of Job

The Assistant provides comprehensive high quality secretarial support to the Director and wider team including travel arrangements and secretarial assistance in project preparation.

Accountabilities & Responsibilities

• Screen telephone calls taking messages and passing them on as appropriate providing a professional front of house service.
• Distributions of mail sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff member.
• Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholders schedules.
• Proofread and draft routine business correspondence for Bankers signature editing photocopying scanning and binding documents;
• Organising conference calls video conferences external and internal meetings.
• Travel arrangements for various business tripsincludingvisasarrangementsand following up reimbursement process.
• Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents preparation of contract request forms etc.
• Maintaining the filing system to ensure instant retrieval of up-to-date information (Project link)
• updating DTM entries as per the OPSCOM minutes and memo;
• OpsCom preparation: video-link organising.
• Assist in the organisation of workshops and seminars preparing presentations for internal and external meetings.
• Working and supporting visiting missions to the RO.
• Cover the reception area as/when required
• Ad-hoc other secretarial and administrative duties may involve:
• Working with petty cash payments
• Coordinating/assisting with visa/registration issues and if required liaising with the MFA

Knowledge Skills Experience & Qualifications

Academic Qualifications

• Higher education

• Excellent written and oral communication skills in English.
• Good command over the key local language(s) / dialect(s) is an advantage.

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.

• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook Word Excel PowerPoint

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).