The Officer, Documentation Office, contributes to the smooth running of the delivery of a core function of the Office of the Secretary General, notably by providing administrative support for the distribution of accurate and complete documents to the Board of Directors and the Board of Governors in order to support their decision making (and by extension the corporate governance of the EBRD).
The Officer liaises closely with the other secretariats (ExCom, SPCom, RiskCom, OpsCom) and other senior Bank staff (Team Directors and Banking Operation leaders) regarding official board documents, including on presentation, submission processes and procedures, deadlines and security classifications
Accountabilities and Responsibilities:
The Officer has the following accountabilities and responsibilities:
Assist with preparation and editing of internal documents to be submitted to the Board of Directors
Maintain and manage data in EBRD-specific applications (especially Pegasus) to ensure accuracy of Bank records
Supporting the Documentation Office team in their roles of ensuring the efficient and secure distribution of documentation to the Board of Directors and senior management in accordance with the Bank’s policies and procedures.
Preparing board documentation for the review, where necessary, of the Principal, BIA.
Assisting the Documentation Office team in supporting the day-to-day administration of the Pegasus membership groups in accordance with the User Access Matrix and in accordance with the Bank’s Information Security Policy.
Assisting in monitoring and approving the Pegasus Joiners/Movers/Leavers process.
Assisting in monitoring and approving the requests from Bank staff for Restricted Access to information. Assigning users to correct membership groups to control access to Restricted and Highly Restricted information within Pegasus.
Assisting in acting as first point of contact for any issues with Pegasus access, and referring if appropriate, to IT ServiceDesk.
Assisting BIA Principals in their roles as Board and Committee secretariats, by advising and preparing document coversheets for review.
Entering and distributing documents electronically via Pegasus
Maintaining and updating board event information in the Board of Directors’ Outlook calendars.
Assisting the Documentation Office team with electronic distribution of documents to the Board of Governors prior to the Annual Meeting and assisting with administering the registration of delegates on Pegasus to enable access to relevant information for the Annual Meeting.
Carrying out administrative tasks in the Documentation Office including, compiling statistics and running reports from Pegasus for input into the department’s key performance indicators and responding to queries.
Providing cover for other members of the Documentation Office team when they are out of the office
Knowledge, Skills, Experience and Qualifications:
A recognised secretarial or business qualification would be useful, but is not essential
Fluent English, with excellent written and oral communication skills
Excellent written and oral communication skills, Relevant experience in a similar role
Good level of numeracy, strong organisational, administrative and analytical skills
Self-motivated with the ability to work independently and to prioritise and schedule tasks
Attention to detail and eye for accuracy
Ability to cope well under pressure and to deal with a high volume of work
Ability to work efficiently as part of a team with ability to build effective working relationships with clients and colleagues in a multicultural environment.
Ability to exercise judgment on and deal discretely with confidential/sensitive information and data
Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint and either the knowledge of or the desire to learn how to use the EBRD’s Pegasus Board Portal