EBRD - Senior Admin Officer

The Senior Officer is a junior role providing assistance and support to Managers and Analysts in the Grants Management Team of the Financial Institutions Business Group (FIBG) of EBRD as well as Framework and Operation Leaders (OL), Directors, teams within and outside FIBG in relation to grant-funded facilities, programmes and projects throughout the project lifecycle, particularly focusing on administration, monitoring, and reporting.

In the short term, the Senior Officer supporting the GET pillar will provide support with a bespoke Green Energy Financing Facilities Management Information System (GEFF MIS) launched in 2017. The responsibilities associated with this task may evolve over time.

Background

The FI Grants Management is a proactive unit within the FIBG responsible for daily administration and overall management of technical co-operation (TC) and co-investment grants, the FI’s consultancy budget, and other associated activities. The Team ensures that grants are mobilised, committed, deployed and reported upon in an efficient, accurate and transparent manner, applying the highest professional standards, given the fiduciary duty that the Bank assumes vis-à-vis Donors funds.

Accountabilities & Responsibilities

Senior Officer:

  • Actively contributes to TC project preparation by preparing or commenting on project budgets, consultancy terms of reference, TC project profiles, TC results matrices and other Grant review related documentation as well as the non-TC documentation (non-TC checklist, applications for funding to EBRD Shareholder Special Fund, etc.);

  • Supports Analysts and Managers within the Team in the process of securing internal grant funding approvals by liaising with Donor Co-financing, consultancy services procurement
    departments, etc.

  • Prepares funding requests including the drafting of donor funding applications and monitors fund utilisation under allocated projects and programmes;

  • Advises project teams on and facilitates the consultant procurement and selection process, drafts relevant documents, originates and implements consultancy contracts (liaises with
    internal support units for purposes of contract management, as well as external stakeholders – clients and consultants in coordination with management);

  • Contributes to the preparation of contribution to external and internal reports on the use of the donor funds, including by providing narratives and statistical data for the relevant financing
    facilities and grant instruments;

  • Supports OLs with the administrative and financial monitoring of consultancy contracts;

  • Collates and analyses participating banks’ quarterly/semi-annual operational reports e.g. subloan portfolio signings/ disbursements and repayments and input in statistics database,
    highlighting discrepancies and inconsistencies in operational reporting to ensure incentive payments are in line with legal documents and within the donor approved amounts as per the
    agreed procedural documentation;

  • Prepares and tracks incentive estimates or other cash flow forecasts as required by the donor, Funds Accounting unit, steering committees or TC / non-TC OL;

  • If needed and relevant, supports preparation of and attends marketing events and workshops;

  • Administers and maintains accuracy of the pipeline of project assignment database and provide accurate information for the Head and relevant managers of the Grants Management
    Team;

  • Provides progress updates and reporting statistics for presentation to donors at Steering and Monitoring Committee Meetings under designated facilities;

  • Performs other tasks and duties related to administration of TC and non-TC instruments as requested.

Tasks specific to the Senior Officer position in the GET pillar (which may evolve over time and be in line with the standard Senior Officer accountabilities and responsibilities outlined above):

  • Ensures all issues relating to the GEFF MIS system are properly captured and logged with IT;

  • Keeps track of outstanding issues and liaise with IT to facilitate successful resolution;

  • Checks integrity of the GEFF migrated data to ensure correct information is captured in the MIS System;

  • Ensures all relevant documentation for GEFF MIS is kept up-to-date;

  • Acts as a focal point for GEFF MIS users and co-ordinate with the Energy Efficiency and Climate Change (E2C2) team to help resolve issues relating to the MIS system;

  • Prepares regular statistical updates on the GEFF sub-loan portfolio;

Knowledge, Skills, Experience & Qualifications

  • Experience in project operations and general administration roles, preferably in a banking environment;

  • Good level of numeracy skills;

  • Computer literate: SAP (desirable), Microsoft Windows suite: Microsoft Outlook, Word, and advanced Excel and PowerPoint are essential;

  • An interest in IT applications would be an advantage;

  • Attention to detail, and an eye for accuracy;

  • Highly motivated, committed and have a desire to contribute to the team;

  • Excellent organisational and administrative skills;

  • Ability to prioritise and work with continuously changing priorities with little supervision, schedule own work and take initiative;

  • Excellent interpersonal and communication skills at all levels in a multicultural environment, including strong business writing and presenting skills, ability to communicate effectively on
    operational matters;

  • Ability to work to tight deadlines is essential;

  • Knowledge of the Bank's policies and procedures will be an advantage;

  • Excellent English essential, both written and spoken. Knowledge of Arabic, French, or Russian would be useful 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. As an inclusive employer, we promote flexible working.