JOB DESCRIPTION

Purpose of the Job

The Senior Officer contributes to the smooth running of the team by providing administrative and/or budget-related support to team members, interacting with colleagues Bank-wide, as well as external clients and institutions.

Background

The Senior Officer role provides administrative support to the whole team, including some or all of the following: research, data analysis, travel arrangements, procurement, and meeting and event arrangement. The Senior Officer position will often include Budget, Records Management, Human Resources, and IT coordination.

This role will involve dealing with the departmental Director, Managers, and other colleagues within the team; other EBRD departments; and clients.

Facts / Scale

The Senior Officer undertakes some or all of the following:

• Work on budget management alongside the line manager.

• Deal with queries and resolve issues independently (escalating more complex issues to their line manager).

• Event management.

Accountabilities and Responsibilities

The Senior Officer has some or all of the following accountabilities and responsibilities:

Administration:

• Arrange all elements of travel according to EBRD policy, including arranging flights, visas, accommodation, ordering currency, and preparing itineraries, as well as claiming expenses.

• Coordinate all required facilities, catering, and technical assistance for internal/external events, meetings, and training sessions, including venue sourcing, billing arrangements, and on-the-day implementation and running events.

• 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) where applicable.

• Diary management – arrange internal and external meetings, conference calls, and respond to meeting requests on behalf of the team and/or line manager.

• Maintain and manage data in EBRD-specific applications (PMM, DTM, EMD, etc.) to ensure accuracy of Bank records.

• 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.

• May act as IT Coordinator (ITC), Records Management Coordinator (RMC), Communications Coordinator, and Human Resources Departmental Coordinator.

• Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose.

• The Senior Officer manages their own work while cooperating with other Senior Officers in the Admin Unit of the department, supporting each other and sharing the work allocated by the manager.

Consultancy:

• Assist the Admin unit with managing the processing of consultancy contracts, including organizing invoicing and payments, to ensure the process runs smoothly. Keeping track of signed contracts and managing the consultancy budget for the department.

Budget:

• Assist the line manager in monitoring the budget and reviewing all charges to the team’s budget as Alternate Budget Officer to ensure the accuracy of all financial details and compliance with the Bank’s procedures.

Reporting:

• 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.

• Assist with the production of reports and presentation materials, undertake secondary proof-reading and editorial work. Assist with requests for updates to the department’s intranet/internet pages.

• Perform specific data-based analytical work to provide Managers with essential information for the production of reports.

Knowledge, Skills, and Experience

Academic Qualifications:

• A degree and/or equivalent business experience.

• A recognized secretarial or business qualification would be useful but is not essential.

• Fluent English, with excellent written and oral communication skills, is essential.

• Knowledge of another language, both written and spoken, would be useful.

Experience/Knowledge:

• Excellent written and oral communication skills, relevant experience in a similar role.

• Good level of numeracy.

• Strong organizational, administrative, and analytical skills.

• Self-motivated with the ability to work independently and to prioritize and schedule tasks.

• Attention to detail and eye for accuracy.

• Ability to work as part of a team where tasks are allocated by the line manager.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements