The Officer will be working across two teams in Impact & Partnerships – the Ukraine Hub and the Team on Strategy, Policy, Analysis & Coms in Donor Partnerships (DP). The Officer is responsible for providing administrative and secretarial support to the Associate Director, Ukraine Hub, the AD, Deputy Director, DP and Team members of both teams, as well as undertaking tasks related to the administrative responsibilities of the team. The role might also entail liaising and working closely with Officers in other Teams across DP, Impact &Partnerships and VP3. The role will also include administrative and logistical support for internal and external communications and events such as Annual Donor Meeting and correspondence with the Board.
Accountabilities and Responsibilities:
Provide secretarial and administrative support to the two teams, including for meeting room bookings, travel bookings and timely expense claims submission, monitoring and control, in collaboration with the Budget Officer.
Ensure deadlines across the wider department are kept and managed effectively.
Prepare and review formal correspondence to ensure consistency in document control for external correspondence and reporting to external stakeholders or clients.
Provide logistical support for external meetings including the Annual Donor Meeting and Ukraine support-related coordination platforms. This includes all forms of logistical support to ensure the smooth and professional running of all meetings.
Provide support for consultant contracts as required. This includes the preparation of documents, ensuring consistency of approach, and support for budgetary monitoring and invoice payments and control.
Provide support in submitting documents to various committees including drafting cover sheets, ensuring their accuracy and timely submissions.
Provide support in keeping teams’ business planners up to date.
Other ad hoc administrative and logistical support.
Knowledge, Skills, Experience & Qualifications:
Qualifications:
Relevant secretarial, administrative support and business experience.
Excellent knowledge of English language with an ability to edit English language text written by non-native speakers.
Knowledge of another language of EBRD countries of operation would be useful but is not essential.
Experience/Knowledge:
A positive, proactive, flexible, and can-do attitude, approach and team ethic.
Proven experience at working at a senior secretarial/administrative level within a multi-disciplined and multi-cultural team in an international organisation.
Excellent organisational and effective planning skills, ability to prioritise and independently co-ordinate workload to comply with deadlines.
Reliable and flexible, able to anticipate needs/issues, drawing on a high degree of initiative and judgment in reliably executing or coordinating a range of tasks independently, involving input from multiple colleagues.
Excellent attention to detail and high level of accuracy.
Strong problem-solving capacity.
Ability to build partnerships and work collaboratively with others to meet shared objectives.
Ability to create new and better ways to organise work processes.
Technical Skills:
Proficient in Microsoft office 365 applications particularly in Excel, Word and PowerPoint.
Experience with Tableau, Power BI or similar data visualization tools is a plus.
SAP skills an advantage
Knowledge of the following EBRD used systems desirable or able to acquire quickly through training - Reed & Mackay travel booking system, Project Link, Live-link, Client Dynamics, Monarch, and Pegasus.
