Officer

Purpose of the Job 

The Officer is responsible for all general admin tasks within the team with the added responsibility, such as some budget management/assistance. In addition, the Officer may also provide secretarial support to a number of Bankers/Managers or Director.

Background 

The Officer provides general administrative support including travel arrangements, meeting and event arrangements, record management, medical absences & overtime records whilst also taking on responsibility for assistance with some  Budget related activities.

The role also provides secretarial support for a number of senior level managers. This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

Scale 

• Responsible for expense claims, petty cash management, HSBC claims (including inserting into the system) while ensuring that all costs incurred comply with the EBRD policy and all issues are reported to the Team/Country Director in a timely manner.
• Manage their own work, whilst dealing with queries and resolving issues independently (escalating more complex issues to their line manager)
• Main internal interfaces are with the HoO and other colleagues within the RO, other EBRD colleagues, and contacts clients including government counterparts.
• May also be required to liaise directly with clients & suppliers. 
• The Officer provides support for senior bankers/managers.
• Ability to work independently, taking responsibility for decisions within own area.
• No line manager responsibilities, but coordinates the RO driver and overlooks his admin work.

Accountabilities & Resonsibilities 

The Officer has some or all of the following accountabilities and responsibilities

• As Alternate Budget Officer take responsibility for approving payments in SAP whether through the Expenses/Petty Cash system, purchase orders or parked journals in case of longer absence of RO Budget Officer. This may also involve monitoring the local office bank accounts and organising physical payment [RO only] and managing all the cost recoveries [HQ only].
• Manage internal/external correspondence/requests including drafting responses for review and obtain the relevant sign offs. This may also require arranging/providing translations
• Assist with the translation of publications, media monitoring and regular ordering of publications .
• Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages. 
• Function as the Records Management Coordinator, HR Coordinator, Stationery, Archives or Departmental coordinator to ensure the smooth running of the team and procedures are adhered too.
• Manipulate data and produce reports through systems such as SAP, Data warehouse, CAR or BPN as requested.
• Maintain and manage data in EBRD-specific applications (DTM, etc.) to ensure accuracy of Bank records.
• Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements.
• Prepare presentations and briefing notes for the team for speaking/meeting engagements.
• Undertake the role of Alternate Health, Safety & Security Co-Ordinator, advising if and when needed new joiners on the policy relating to medical cover and provide staff list and contact details updates to UN.
• Co-ordinate security clearance Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses, and also all the visa support for travelling staff from HQ.
• Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager.
• Provide other admin/secretarial support to staff in the team
• Create and keep up-to-date the RO contact database.

Knowledge, Skilsl and Experience  

The Officer has some or all of the following accountabilities and responsibilities

• As Alternate Budget Officer take responsibility for approving payments in SAP whether through the Expenses/Petty Cash system, purchase orders or parked journals in case of longer absence of RO Budget Officer. This may also involve monitoring the local office bank accounts and organising physical payment [RO only] and managing all the cost recoveries [HQ only].
• Manage internal/external correspondence/requests including drafting responses for review and obtain the relevant sign offs. This may also require arranging/providing translations
• Assist with the translation of publications, media monitoring and regular ordering of publications .
• Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages. 
• Function as the Records Management Coordinator, HR Coordinator, Stationery, Archives or Departmental coordinator to ensure the smooth running of the team and procedures are adhered too.
• Manipulate data and produce reports through systems such as SAP, Data warehouse, CAR or BPN as requested.
• Maintain and manage data in EBRD-specific applications (DTM, etc.) to ensure accuracy of Bank records.
• Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements.
• Prepare presentations and briefing notes for the team for speaking/meeting engagements.
• Undertake the role of Alternate Health, Safety & Security Co-Ordinator, advising if and when needed new joiners on the policy relating to medical cover and provide staff list and contact details updates to UN.
• Co-ordinate security clearance Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses, and also all the visa support for travelling staff from HQ.
• Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager.
• Provide other admin/secretarial support to staff in the team

Create and keep up-to-date the RO contact database.

Technical Skills

• Computer literate: Windows XP: 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 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).