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.
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.
Knoweldge, 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
