Deadline: 18 August 2015
The European Bank for Reconstruction and Development (EBRD) is currently seeking applications from the eligible applicants for the post of Secretary based in London, UK.
The Secretary is responsible for providing administrative and secretarial support to the Director and Senior Procurement Specialists within the Procurement Policy Department.
The EBRD is a unique international financial institution that supports projects in 29 countries from central Europe to central Asia. Investing primarily in private sector clients whose needs cannot be fully met by the market, the Bank promotes entrepreneurship and fosters transition towards open and democratic market economies.
Key Job Responsibilities
The Secretary will perform the following functions-
- Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
- Provide cover to the Senior Administrative Officer during absences and provide handover notes to ensure a smooth transition.
- Handling Director and Procurement Specialists 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.
- Submitting weekly OpsCom comments in a timely manner and preparing and organising OpsCom and Board documents for the Director/Specialists when they are required to attend. As well as logging project-related information into the Procurement Administration System (PAS) and ProjectLink.
- Screening colleagues telephone calls; responding to and dealing with external queries; passing on calls to other members of the department as appropriate to ensure appropriate action are taken for any calls.
- Maintaining comprehensive filing in various hard copy and electronic systems
- Managing diaries, arranging internal and external conferences, presentations, meetings, international video conferences and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
- Performing ad-hoc secretarial/administrative/departmental duties as required.
- Arranging monthly Procurement Network Meetings for the entire function, as well as preparing and circulating minutes for these meetings.
- Publishing Procurement Notices, Contract Awards and Prequalification Lists using Documentum to the Bank’s website in a timely manner.
- Replying on behalf of Procurement Specialists in their absence to routine enquiries or forwarding to appropriate members of the team to respond/act.
- Assisting the Senior Administrative Officer with the Complaints Process, including filing complaints and the collation and distribution of complaints books
- Manage incoming telephone calls; prioritising communications and re-routing as necessary and taking comprehensive messages
Eligibility Criteria
Applicants must have-
- Secondary/High School Education
- A recognised secretarial qualification would be useful, but is not essential
- Fluent English, with excellent written and oral communication skills
- Knowledge of another language such as Arabic would be useful or Russian, German or French – both written and spoken would be useful
- Proven secretarial and administrative experience
- Familiarity with the Bank’s systems, policies and procedures
- 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 cope well under pressure.
- Ability to take on responsibility.
- Knowledge of SAP is an advantage.
- Excellent time-keeper.
How to Apply
Applications must be submitted through online process.
For more information, please visit EBRD.
