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Officer, PPAD

Posting Date: 19-Jan-2023

Location: London, GB

Company: EBRD

Requisition ID 33124
Office Country United Kingdom
Office City London
Division Procurement Policy & Advisory Dep. PPAD  
Contract Type Regular 
Contract Length  
Posting End Date 02/02/2023 

 

 

 

 

Purpose of Job

 

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

 

 

Accountabilities & Responsibilities

 

  • Making hotel/travel arrangements, itineraries and arranging visas, as required to ensure 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 cover to the Senior Officer during absences and provide handover notes to ensure a smooth transition.
  • Allocating, collating and submitting weekly OpsCom/SBIC comments in a timely manner and preparing and organising OpsCom and Board documents for the Director/Specialists when they are required to attend.  As well as logging project-related information into the Procurement Administration System (PAS).
  • Assisting with monitoring two inboxes relating to the procurement complaints procedure, arranging pre-pcc briefings and subsequent meetings as required, preparing documents for circulation and mainting the filing system on behalf of the Associate Director
  • Monitor and maintain the PPAD legal review inbox
  • Arranging monthly Procurement Function Meetings, as well as preparing  agendas and circulating minutes for these meetings
  • Maintaining comprehensive filing in various hard copy and electronic systems  
  • Managing diaries, arranging internal and external conferences, presentations, meetings, international video conferences and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
  • Performing ad-hoc secretarial/administrative/departmental duties as required.
  • Publishing Procurement Notices, Contract Awards and Prequalification Lists using Web Publisher to the Bank’s website in a timely manner.
  • Replying on behalf of Procurement Specialists in their absence to routine enquiries or forwarding to appropriate members of the team to respond/act.
  • Monitor the department’s general enquiries inbox, responding or filtering requests as necessary.
  • Maintain and circulate the PPAD Policy team calendar.

 

 

Knowledge, Skills, Experience & 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 Bank’s 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 time-keeper.

 

Technical Skills

  • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
  • 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 and expecting our employee to attend the office 50% of their working time.


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