Senior Officer

Purpose of the Job

The Senior Officer is responsible for providing administrative and secretarial support to the team within the Procurement Policy and Advisory Department. The role is responsible for the smooth running of the team travel planning and expenses, diary, OpsCom/Board submissions, preparing and publishing Procurement Notices and Contract Awards, supporting the complaints process managed by PPAD and assisting in the organistation of departmental events and meetings.

Background

The Senior Officer provides secretarial and administrative support to the PPAD staff based in the policy unit and works alongside the Senior Officer 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.

Facts / Scale

• The Senior Officer primarily supports five Associate Directors and will provide back up support to other PPAD staff and the Director of PPAD, and cover in the case of absences of other administrative staff.
• Responsible for ensuring all elements of travel are arranged, including visa and currency, internal and local air or ground transportation, and accommodation.
• Proofreads and formats OpsCom/SBIC submissions.
• Assist the Associate Director, Legal with administrative support for the procurement complaints and requests for procurement review processes. The main interfaces are with their Managers, Directors, and other secretarial and administration staff within the same department and throughout the Bank both in HQ and the ROs.

Accountabilities and Responsibilities

• Oversee the preparation of the Department’s Annual report; coordinate, collate, and, when needed, proofread and edit submissions
• Manage submissions to the Bank’s Management and Board committees (e.g. ExCom, RiskCom, Audit and Risk Committee, the Board)
• Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose
• Make hotel/travel arrangements and, itineraries; arrange visas as required to ensure travel arrangements run smoothly.
• Handle expense claims relating to travel and, hospitality; follow up on reimbursement and monitor corporate card bills to ensure all costs are recovered in a timely manner.
• Allocate, collate, and submit weekly OpsCom/SBIC comments in a timely manner; prepare and organise OpsCom and Board documents for the Director/Specialists when they are required to attend; log project-related information into the Procurement Administration System (PAS).
• Monitor, maintain, and respond to the PPAD legal reviews and general enquiries inboxes
• Arrange monthly Procurement Function Meetings, as well as prepare agendas and circulate minutes for these meetings
• Maintain comprehensive filing and electronic systems; act as the department’s information management coordinator
• Manage diaries, arrange internal and external conferences, presentations, meetings, international video conferences and conference calls, receive visitors, ensuring that each meeting is seamlessly executed.
• Perform ad-hoc secretarial/administrative/departmental duties as required.

Publish Procurement Notices and Contract Awards using Web Publisher to the Bank’s website in a timely manner.

• IT Coordinator acts as the department’s IT coordinator, processing joiners, movers and leavers as appropriate.
• Act as the department’s communication coordinator to ensure the efficient flow of information.

Knowledge, Skills, Experience and Qualifications

Academic Qualifications

• Secondary/High School Education
• A recognised secretarial qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communication skills

Experience/Knowledge

• 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 timekeeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
• Knowledge of SAP desirable but not essential

Knowledge of CMS systems would be useful, but is not essential

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).

Right to Work in the UK: Swiss nationals (and all other non-UK employees) can work in the UK without a Visa – working at the EBRD gives all employees “exempt status”. The Bank however encourages all non-UK employees to obtain an Exempt Vignette (EV) prior to relocating to the UK, as without an EV you may face more questions at Border Control and when required to show evidence of their exempt status when renting accommodation under the Right to Rent legislation. The application process may take 3 – 4 weeks approx. outside of the UK.

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.

“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.”