Assistant

Purpose of Job

The Assistant is responsible for providing administrative and secretarial support to allocated managers. The role is responsible for the smooth running of the managers’ business activities including travel planning, expenses & diary management.

The Assistant provides secretarial and administrative support to team managers and works with other support staff in the team as and when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters which in turn also includes various departments.

Responsibilities & Accountabilities

• Provide secretarial and administrative support to team/department.
• Provide secretarial cover during absences and provide handover notes to ensure a smooth transition
• Arrange internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed
• Making hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
• Handling Managers’ 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.
• Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
• Coordinate the logistics and catering arrangements for signing events on behalf of the operation leader at the HQ ensuring events are well organised.
• Act as Stationery Co-ordinator, keeping a stock of stationery and toners (In. business card ordering) to ensure stationary is available.
• Support Bankers (OL’s) on Opscom and Board submissions ensuring all documents required are available.
• Correspondence – obtaining the appropriate sign off
• Proof, produce and edit documents as per the direction of the Line Manager.
• Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

• Secondary/High School Education
• Fluent English, with excellent written and oral communication skills
• Knowledge of another language (e.g. Russian, German, French, or Arabic) both written and spoken would be useful

Experience/Knowledge

• Secretarial and administrative experience essential
• 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 take on responsibility.
• Knowledge of SAP is an advantage
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Knowledge of SAP desirable but not essential
• At least 55 wpm typing

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people’s lives and help shape the future of the regions we invest in.

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).

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Important Application Information:
Please submit your application only via the official website of the hiring organization or by using the “Apply” button on CinfoPoste, which will redirect you to the organization’s application site. Applications submitted through other job portals will not be forwarded to the respective organization and will not be considered. To ensure your application reaches the right destination, always follow the official application process as indicated in the job posting.

How cinfo Can Support You in the Application Process for This Position

• Application and Interview Preparation: Whether you’re preparing your application documents or getting ready for an interview, you can book a Job Application Support session to receive tailored guidance.
• For Swiss nationals invited to the first round of the selection process (e.g., written test, interview, assessment center): Notify us at recruitment@cinfo.ch, and we will inform our HR partners in the respective organization and the Swiss Government to help increase your visibility.

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