Deadline: 22 September 2015
The European Bank of Reconstruction and Development (EBRD) is currently seeking applications from the eligible applicants for the post of Senior Admin Assistant, based in London, UK.
The Senior Administrative Assistant is responsible for all general admin tasks within the team with the added responsibility, such as budget management/assistance, portfolio administration, procurement administration etc.
The EBRD is committed to furthering progress towards ‘market-oriented economies and the promotion of private and entrepreneurial initiative’.
Key Job Responsibilities
The Senior Admin Assistant will perform the following functions-
- Proactively 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;
- Daily responsibility for approving payments in SAP whether through the Expenses/Petty Cash system, purchase orders or parked journals;
- Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages;
- 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 (PMM, DTM, etc.) to ensure accuracy of Bank records;
- Prepare Consultancy contract requests for the team to ensure a consistency of information received thus enabling the TC team to prepare them in a timely manner;
- Act as TC coordinator ensuring all related activity i.e. TC pipeline, TC Com submissions, TC admin tasks are completed in line with procedure;
- Prepare presentations and briefing notes for the team for speaking/meeting engagements;
- Function as the HR, IT, Stationery, Archives or Departmental coordinator to ensure the smooth running of the team and procedures are adhered too;
- Coordinate hotel/travel arrangements, itineraries, arranging visas and producing expense claims relating to travel & hospitality;
- Monitor and report on achievement of the department’s Work Programme/Operational Plans/Scorecard, in order to provide the Director with an accurate snapshot of progress;
- Lead coordination of the following quarterly monthly team reports: the ETC Local Currency Programme and four EU-EBRD risk sharing programmes;
- Lead coordination of ETC Initiative reporting amongst RO Heads and Directors: monthly ExCom reporting and quarterly Board reporting;
- 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);
- Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and line manager;
- Undertake internet-based research on both a planned and an ad hoc basis and complete internal and external document searches, to provide Managers with essential information for the production of reports;
- Organise monthly meetings of the Portfolio Oversight Unit for the SBI RSF and DFF portfolio.
- Provide secretarial and administration support to the Group;
- Assist with the production of reports and presentation material, undertaking secondary proof-reading and editorial work;
- Perform specific data-based analytical work to provide Managers with essential information for the production of reports.
Eligibility Criteria
Applicants must have-
- High School Education;
- 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;
- Administrative and secretarial experience essential;
- High level of numeracy;
- Attention to detail and eye for accuracy;
- Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment;
- Strong team player, with the ability to work highly efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts;
- Ability to exercise judgment on and deal discretely with confidential/sensitive information and data;
- Excellent organisational and administrative skills;
- Ability to prioritise and & manage time, manage work, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative;
- Excellent interpersonal and communication skills at all levels in a multicultural environment.
How to Apply
Applications must be submitted through online process.
For more information, please visit EBRD.
