Administrative Officer, PPAD in London

The Officer is responsible for providing administrative and secretarial support to members of the Implementation Units in Procurement Policy and Advisory Department (PPAD). The role is responsible for the smooth running of the team's activities, including travel planning and expenses, and assists in the organisation of departmental events and meetings.

Accountabilities and Responsibilities

• Making hotel/travel arrangements, itineraries and arranging visas, as required to ensure travel arrangements run smoothly.
• Provide cover to other Officers/Assistants during absences and provide handover notes to ensure a smooth transition.
• 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 is taken for any calls.
• Maintaining comprehensive filing in various hard copy and electronic systems.
• Arranging internal and external conferences, presentations, meetings, international video conferences and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
• Draft routine business correspondence for signature. Prepare, draft and check team documentation ensuring quality management control.
• Conduct ad-hoc secretarial/administrative/departmental duties and specific tasks as required.
• Maintain Team shared calendar and weekly whereabouts.

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
• Knowledge of another language (e.g. Russian, German, French, or Arabic) 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 take on responsibility.
• Excellent time-keeper.

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint

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 expect our employees 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.