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Officer, PPAD

Posting Date: 01-Aug-2022

Location: London, GB

Company: EBRD

Requisition ID 30667
Office Country United Kingdom
Office City London
Division Procurement Policy & Advisory Dep. PPAD
Full-Time/Part-Time​ Full Time
Contract Type Regular
Contract Length   
Posting End Date 15/08/2022 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Purpose of Job

The Officer provides general technical, administrative and secretarial support to members of the respective Implementation Unit in Procurement Policy and Advisory Department (PPAD).  The Officer is responsible for the smooth running of the team’s travel planning and expenses, assists in the organisation of departmental events and meetings as well as provide assistance to designated Project Implementation Advisers (PIAs) on PPAD’s contracting systems, e.g. CRA, ECEPP, and Plink. This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

 

Background

  • The Procurement Policy and Advisory Department (PPAD) is responsible for all aspects related to the Bank’s strategic application and project implementation in line with the Bank’s Procurement Policies and Rules (PPR) as applicable to Bank financed projects.  It also plays an important part in contributing to the formulation and integration of related polices, such as the Enforcement Policy and Procedures and the Bank’s Environmental and Social policy.
  • The Department proposes revisions to the Bank’s Procurement Policies and Rules (PPR), to the Board of Directors on a periodic basis and maintains the Bank’s standard documents, Directives, guidelines and internal procurement procedures as outlined in the Bank’s Operations Manual.
  • The Department is also responsible for the planning, organisation, direction and management of the project appraisal and project structuring/procurement planning processes as carried through PPAD’s Procurement Units supporting the Bank’s clients with the aim of achieving the most efficient project implementation.
  • PPAD is required to ensure continuing optimum efficiency, cost effectiveness and timely completion of operations financed and/or managed by the Bank, while meeting the requirements of transparency, fairness and accountability in the entire procurement and contract implementation process carried out by the Bank’s clients.  
  • PPAD is responsible for maintaining an effective internal cooperation with sector/regional MDs, and teams such as Banking, Banking Portfolio, OCCO and ESD to enhance standard compliance, project implementation and the delivery of operating assets in predominantly the state sector
  • The Department promotes good international practice through external policy dialogue and external outreach.
  • PPAD relate to many different stakeholders both within, as well as outside, the Bank. The focus on policy dialogue with countries of operations includes frequent interactions with high-ranking public officials that stretch from Ministerial level and Directors of Public Procurement Authorities to Central Banks and National Anti-monopoly Services.
  • The Department maintains a close contact with all the major International Financial Institutions such as the World Bank, Asian Development Bank, European Investment Bank, etc. as well as with to their international stakeholders such as UNCITRAL, OECD, WTO GPA and Industry organisations such as the European International Contracting Association (EIC) and the International Federation of Consulting Engineers (FIDIC), Dispute Resolution Board Foundation (DRBF) etc.
  • Within the Bank, the Department is responsible for interactions with the Board of Directors related to all procurement matters related to the Bank’s projects.
  • The Department prepares and presents the Annual Procurement Report to the Executive Committee, the Audit Committee and the Board of Directors, as well as regular reporting to the Bank’s Management.

 

Accountabilities & Responsibilities

  • Making hotel/travel arrangements, itineraries and arranging visas, as required ensuring travel arrangements run smoothly.
  • Handling 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.
  • Provide assistance with the CRA system to designated PIAs, which include (i) ensuring that all contract data is accurate and up-to-date, (ii) disbursements can be processed in a timely manner, and (iii) managing contract entry, contract amendments, currency adjustments, changes to bank details when needed.
  • Arrange reporting and providing data for the PIAs when requested. This will include (i) provide ad hoc support to the PIAs to the deadlines set, including tracking signed contract amendments against no-objected draft contract amendments, (ii) ensure the integrity of the Procurement Filing System including filing of key procurement documents, downloading documents from ECEPP and Huddle as needed, (iii) liaising with other CRA users, OAD officers, SAP users and managers with the purpose of resolving issues as they arise, and (iv)  alert PIAs and OLs about the delays in deliverables as and when required.
  • Managing diaries, arranging internal & external meetings & conference calls/video conferencing & receiving visitors.
  • Arrange and confirm meeting appointments for assigned managers if needed.
  • Maintain Team shared calendar and weekly whereabouts.
  • When required, provide secretarial support, either additionally or as cover as directed by the Line Manager.

 

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

  • Secondary/High School Education.
  • Fluent English, with excellent written and oral communication skills.
  • Knowledge of another language both written and spoken would be useful, e.g. French, Russian, Arabic

Experience/Knowledge

  • Proven administrative and secretarial experience essential
  • Proven experience in managing the administration of contracts from planning stage to completion (consultancy, goods or works) would be useful
  • Experience in the use of e-procurement systems is an advantage
  • Analytical experience in the area of procurement and contracting administration is an advantage
  • Attention to detail and eye for accuracy
  • Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment
  • Strong team player, with the ability to work highly efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
  • Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
  • Excellent organisational and administrative  skills
  • Ability to prioritise and work, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative
  • Excellent interpersonal and communication skills at all levels in a multicultural environment
  • Ability to work to tight deadlines is essential

Technical Skills

  • Computer literate: Windows : Microsoft Outlook, Word, Excel, PowerPoint
  • Proven skills to do business correspondence and document writing, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts
  • Knowledge of SAP desirable but 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 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 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.  As an inclusive employer, we promote flexible working.


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