Deadline: 30 August 2015
The European Bank for Reconstruction and Development (EBRD) is currently seeking applications from the eligible applicants for the post of Administrative Officer based in Athens, Greece.
The Administrative Officer provides administrative support to the whole team/Resident Office (RO), including some or all of the following: research, data analysis, travel arrangements, procurement, and meeting and event arrangement.
The EBRD is an international financial institution which, as a multilateral developmental investment bank, uses investment as a tool to build market economies.
Key Job Responsibilities
The Administrative Officer will perform the following functions-
- Assist with preparation and editing of internal documents to be submitted to the Bank’s committees (e.g. ExCom, OpsCom, SP Com, TC Com, BAAC, FOPC, Board) HQ only or where applicable;
- Manage internal/external correspondence/requests including drafting responses for review, forwarding for action within the team and interfacing with other departments to ensure that follow-up action is taken where applicable;
- May act as IT Coordinator (ITC), Records Management Coordinator (RMC) and Human Resources Departmental Coordinator;
- Maintain and manage data in EBRD-specific applications (PMM, DTM, etc.) to ensure accuracy of Bank records HQ only or where applicable in RO;
- Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements;
- Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose;
- Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses;
- Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager;
- May act as a visa coordinator for all the matters of visas including co-operation with the Foreign Ministry, all the visa support for travelling staff from HQ and locally foreign based staff;
- May coordinate the exchange of information with the UN regarding security clearance, update of the safety related documents: Emergency cascade, BCM (Business continuation management plan);
- Manage the processing of consultant contracts, including organising of invoicing and payments, to ensure the process runs smoothly HQ only or where applicable in RO;
- Proactively manage and monitor the budget and review all charges to the team’s budget, either as Budget Officer or Alternate Budget Officer, to ensure the accuracy of all financial details and compliance with the Bank’s procedures HQ only or where applicable in RO.
Eligibility Criteria
Applicants must have-
- A degree and/or equivalent business experience.
- A recognised secretarial or business qualification. would be useful, but is not essential.
- Fluent English, with excellent written and oral communication skills.
- Knowledge of another language, both written and spoken, would be useful.
- Knowledge of Greek essential.
- Excellent written and oral communication skills and relevant experience in a similar role.
- Fluent English both written and oral.
- Good level of numeracy. Strong organisational, administrative and analytical skills.
- Self-motivated with the ability to work independently and to prioritise and schedule tasks.
- Attention to detail and eye for accuracy.
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint.
- Proven skills to draft business correspondence and documents summarise information in written narratives and presentations including textual, numeric and graphic/charts parts.
- Knowledge of SAP desirable but not essential.
How to Apply
Applications must be submitted through online process.
For more information, please visit EBRD.
