The Officer performs the full spectrum of secretarial and administrative support associated with an in-house legal function, including correspondence and legal document preparation, diary management, administrative support and communications activities for the team. The role may involve supporting and guiding other OTE staff in the department, as well as liaising with the OGC overtime eligible staff in the Banks resident offices (ROs).
Accountabilities & Responsibilities
Filing and archiving of legal documentation in various hard copy and electronic systems.
Liaising with internal and external clients on legal matters such as legal due diligence and execution modalities.
Processing outside counsel engagements in accordance with all relevant procedures and approval processes, preparing engagement contracts and liaising with outside counsel on invoice and legal documentation matters.
Updating legal knowledge management databases to ensure correct templates and data is used for management reports.
Managing correspondence, including in-box management, screening and prioritising messages and replying on behalf of a lawyer where appropriate; managing incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages.
Arranging travel, itineraries, visas and process travel expenses in compliance with Bank’s policies and procedures.
Providing secretarial and administrative cover during absences and provide handover notes to ensure a smooth transition.
Arranging internal and external meetings and conference calls and receiving visitors.
Preparing and organising documents for management committee meetings and Board meetings.
Preparing and amending power point presentations (external and internal and ensuring appropriate EBRD templates are used).
Performing any other administrative tasks as assigned.
Knowledge, Skills, Experience & Qualifications
Secondary/High School Education.
A recognised legal secretarial qualification such as the Legal Secretaries Diploma provided by the Institute of Legal Secretaries and PAs is useful but is not essential.
Fluent English, with excellent written and oral communication skills.
Knowledge of another language (e.g. Russian, French or Arabic) both written and spoken would be useful (but such knowledge of relevant language is essential for RO-based roles).
Significant secretarial and administrative experience, preferably working as a legal secretary in a law firm or in-house legal department.
Familiarity with legal terms, jargon and the practise of law (in-house or law firm) is advantageous.
Good organisational skills, proactive and flexible attitude to work essential.
Ability to use initiative to undertake tasks and projects without guidance.
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 efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
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.
Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.
Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint.
Knowledge of SAP, document automation software and P2P procurement platforms for the engagement of outside counsel desirable but not essential.
Visio and/or other similar diagram programmes.
At least 55 wpm typing.
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.