Administration Officer

The Officer for the Trade Facilitation team is responsible for providing administrative and secretarial support to the Director of Team and Team members as well as undertaking tasks related to the administrative responsibilities of the team.

At present the TFP Programme has over 125 issuing banks in 27 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. In 2023, the TFP supported more than 1,900 trade finance transactions with a total amount of €4.2 billion.

The project cycle within the TFP involves several stages from origination and establishment of TFP facilities to signing, followed by utilisation and monitoring whilst the TFP facilities are active and operational. All the stages involve different tasks.

The role of the Officer is to support the TFP project team members, on various stages of the project cycle within the TFP.

Accoutabilities & Responsibilities:

• Proactively conduct all administrative, logistical and secretarial duties for all team members to enable smooth running of the TFP team including meeting room bookings, proofreading emails/documents/reports, drafting of documents/responses.
• Arrange all elements of travel for team members according to EBRD policy including arranging; flights, visas, accommodation, transfers and preparing itineraries as well as claiming expenses on SAP.
• Team expense management and submission.
• Prepare team related documents such as PowerPoint presentations, Excel spreadsheets, draft business correspondence, draft factsheet/briefing notes/reports/guidelines/internal announcements and newsletters etc.
• Coordinate documents submissions, acting as quality control, proof-reader and a fact-checker and ensuring all submission deadlines are met.
• Compiling and maintaining various institutional assignments progress tracking lists, follow up with persons assigned to ensure the deadlines are not missed.
• To assist with, when required, the logistics and administration of any team training and learning events, maintain a training log, a database of available FI training courses and draft internal communication related to FI staff learning programme
• Organise events: team trainings, team meetings, internal and external stakeholder meetings, conferences, training and learning events, presentations, workshops and team socials.
• Act as team IT co-ordinator and assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
• Update team intranet pages ensuring that all information is current.
• Undertake ad-hoc administrative tasks as required. Including, entry of contacts and filing of relevant info into Client Dynamics, safe-keeping of documents, filing.
• Work co-operatively with other TFP and FI Assistants, in positive partnership to support each other.
• Develop and maintain effective communication methods to ensure seamless transition between colleagues.

Knowledge, Skills, Experience & Qualifications:

Qualifications:

• Relevant secretarial or business experience.
• Excellent knowledge of English language with an ability to edit English language text written by non-native speakers.
• Knowledge of another language (e.g. Russian, French, or Arabic) would be useful but is not essential.

Experience Knowledge:

• Ability to engage with team members working in various locations and build positive relationships.
• A positive, proactive and can-do attitude, approach and team ethic. Willing to work overtime as and when required, sometimes at short notice.
• Proven experience at working at a senior secretarial/administrative level within a multi-disciplined and multi-cultural organisation, and with a genuine interest in banking investment project work
• Excellent organisational and effective planning skills, ability to prioritise and independently co-ordinate workload to comply with deadlines.
• Be reliable and flexible, be able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently.
• Very good level of numeracy.
• Good material presentation skills with attention to detail and the ability to judge required accuracy.
• Internal candidates to have a thorough knowledge of the Bank’s procedures, policies and of institutional working practices. Knowledge of the following systems desirable – DTM, PMM, Business Performance Navigator, Reed & Mackay, SAP, Project Link, Live-link, Monarch and Pegasus.

Source: https://jobs.ebrd.com/job/London-Administration-Officer/1138577001/