European Bank for Reconstruction and Development - Team Secretary

Purpose of Job

The Assistant is responsible for providing administrative and secretarial support to allocated managers. The role is responsible for the smooth running of the managers’ business activities including travel planning, expenses & diary management.

Background

The Assistant provides secretarial and administrative support to team managers and works with other support staff in the team as and when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters which in turn also includes various departments.

Accountabilities & Responsibilities

  • Provide secretarial and administrative support to team/department.

  • Provide secretarial cover during absences and provide handover notes to ensure a smooth transition

  • Arrange internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed

  • Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.

  • Handling Managers’ 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.

  • Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.

  • Coordinate the logistics and catering arrangements for signing events on behalf of the operation leader at the HQ ensuring events are well organised.

  • Act as Stationery Co-ordinator, keeping a stock of stationery and toners (In. business card ordering) to ensure stationary is available.

  • Support Bankers (OL’s) on Opscom and Board submissions ensuring all documents required are available.

  • Correspondence – obtaining the appropriate sign off

  • Proof, produce and edit documents as per the direction of the Line Manager.

  • Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.

Academic Qualifications

  • Secondary/High School Education

  • Fluent English, with excellent written and oral communication skills

  • Knowledge of another language

Experience/Knowledge

  • Secretarial and administrative experience essential

  • 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 take on responsibility.

  • Knowledge of SAP is an advantage

  • Excellent time-keeper.

Technical Skills

  • Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint

  • Budget knowledge is useful but essential

  • Knowledge of SAP desirable but not essential

  • At least 55 wpm typing

  • Secondary/High School Education

  • Fluent English, with excellent written and oral communication skills

  • Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful

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.