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Executive Assistant

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Posting Date: 28-Nov-2018

Location: Astana, KZ

Company: EBRD

Requisition ID 14550
Office Country Kazakhstan
Office City Astana
Division Banking
Dept. / Bus. Group VP Banking
Business Unit Astana (Kazakhstan)
Contract Type Regular
Contract Length
Posting End Date 13/12/2018 

Role overview

 

The Executive Assistant provides high quality secretarial and administrative support to the Managing Director, together with any ad-hoc and personal assistance that may be required. The Executive Assistant may also assist with a number of administrative tasks for their department. The role will interact with all levels within their Department and Bank wide, to include Banking Department Budget Officers, HR, Board Secretariat, President’s Office as well external clients and institutions. The role is responsible for the smooth running of the Managing Director’s business activities including extensive travel planning, diary management and a variety of ad-hoc tasks. For this role to be successful key relationships are with Managing Director, Team Directors/Managers, colleagues in the ROs, as well as in the various departments in HQ and with external clients & service providers.

 

Accountabilities and Responsibilities

 

The Executive Assistant is responsible for providing comprehensive high quality secretarial and administrative support to the Managing Director, together with any ad-hoc and personal assistance that may be required to the Managing Director, ensuring that day-to-day operations run smoothly which may include, but is not limited to the following:

  • Efficient diary management
  • Monitoring e-mails; screening and prioritising messages and replying on behalf of the Managing Director where appropriate; manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages
  • Drafting correspondence for the Managing Director signature/review; taking minutes; proof-reading and checking documents to for the Managing Director ensure quality management and control. Coordinate team submissions acting as quality control & ensuring all deadlines are met.
  • Arrange all elements of travel according to EBRD travel policy including arranging visas, accommodation, ordering currency and preparing itineraries. Check travel expense reports and other expenditure for the relevant cost centre(s) to ensure adherence to the Bank's policy; monitor and assist the MD in claiming expenses in a timely manner.
  • Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
  • Liaise with the relevant Committee Secretariats with regard to the scheduling of their department’s items at Bank committee meetings and Board of Directors’ meetings 
  • Produce and/or prepare team related documents such as Power Point presentations, business correspondence, factsheets, briefing notes, reports  ensuring all deadlines are met and contents are accurate in accordance with the requirements of the relevant Bank Committee procedures.
  • Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
  • Support HQ visitors to RO (e.g. finding office space / arranging printing/other assistance, etc.) to extent not provided by their own Country MD front office.

 

The role may also include:

  • Support budget officer and/or conduct budget officer duties with routine budgetary functions for the Team / Department (Purchase Orders, checking re-charge, departmental accruals and various housekeeping reports) to ensure costs are as pre-approved and deliver reports as requested.
  • Timely monitoring and reporting of the department’s self-managed costs to ensure these are in line with annual projected budget; raise purchase requisitions; enter goods receipts and  process expenses relating to travel and hospitality, ensuring these adhere to the Bank’s purchasing and expense policies and procedures.
  • Departmental Co-ordinator, IT co-ordinator, HR co-ordinator, Stationery co-ordinator ensuring all  administrative procedures surrounding on-boarding, moving and leaving of staff/consultants; entering sick leave into SAP and compiling monthly sick and overtime reports for their manager’s signature and review before submission to HR. Maintain Team shared calendar, Weekly Whereabouts & Contact Database.
  • Assist the Team Portfolio Manager including tasks such as regularly updating DTMs, informing the Team of signing dates, sending PMM/XNR reminders, creating new projects in the system and updating the Director weekly on pipeline if relevant
  • Maintain an up-to-date disaster recovery and business continuity call out cascade to refer to in the event of an emergency
  • Organise Departmental events: e.g. Team Meetings, Conferences, Presentations, Seminars, Team Retreats and Off-sites
  • To act as a key person in preparation for the regular senior level events with participation of the President, Board members and other senior managers.
  • To anticipate the need for background briefing material and ensuring it is available in advance of meetings with the President, the Banks senior management, Board Directors, members of the Group and other internal/external officials as required.

 

Knowledge, Skills, Experience & Qualifications

 

  • Degree and/or equivalent relevant business experience
  • A recognised secretarial qualification would be useful, but is not essential;
  • Fluent English and Russian, with excellent written and oral communications skills
  • Knowledge of Kazakh language would be desirable
  • Proven experience at working at a senior level within a multi-disciplined and multi-cultural organisation
  • Excellent organisational and effective planning skills with a demonstrated ability to prioritise and independently co-ordinate workload to comply with deadlines
  • Ability to keep calm under pressure and be flexible; also be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently
  • Excellent interpersonal skills; including tact and diplomacy
  • A proactive and can-do attitude, approach and team ethic
  • Good level of numeracy and ability to work with numbers
  • Willingness to take on additional responsibilities
  • Due to the complex nature of the role the Executive Assistant should be comfortable interacting with staff at a very senior level both within their own department and Vice-Presidency as well as Bank wide
  • EBRD experience and/or knowledge of the Bank’s policies and systems desirable (e.g. SAP, Project Link, Live-link, Bold-net, DTM; and Data Warehouse Reports etc).
  • Intermediate/advanced computer literacy (Word, Excel, Outlook and PowerPoint) as well as the ability to format large documents, charts and tables to publication quality is essential
  • Knowledge of SAP desirable but not essential.

Diversity is one of the Bank’s 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.


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