Assistant

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is a multilateral development bank established in 199

• Its mission is to promote the transition to open market-oriented economies and to promote private and entrepreneurial initiative in countries from Central Europe to Central Asia and the Southern and Eastern Mediterranean. The EBRD operates in over 30 countries and employs thousands of staff members, working collaboratively across various sectors to foster sustainable development and economic growth. The organization is committed to investing in projects that enhance the quality of life and promote sustainable practices, ensuring that its operations align with the principles of environmental sustainability and social responsibility.

Job Overview:
The Assistant position is crucial for providing administrative support and secretarial assistance to senior managers within the EBRD. This role encompasses a wide range of responsibilities aimed at ensuring the smooth operation of the managers' business activities. The Assistant will be involved in travel planning, managing expenses, and organizing high-level meetings, including committee meetings. The successful candidate will need to interact with various stakeholders across the EBRD, including Managing Directors and external clients, which requires a high level of professionalism and communication skills. The role demands a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high standard of work. The Assistant will also be responsible for maintaining comprehensive filing systems, coordinating events, and ensuring that all administrative processes are executed seamlessly to support the overall objectives of the team.

Duties and Responsibilities:
The Assistant will manage and coordinate travel arrangements, including hotel bookings, itineraries, and visa applications, ensuring that all travel logistics are handled smoothly. They will process consultancy contracts and legal documentation, liaising with consultants and external lawyers as directed. The role includes carrying out secretarial and administrative duties for the Director or Manager, managing diaries, arranging meetings, and ensuring that all correspondence is drafted and proofread as necessary. The Assistant will take minutes during meetings, prepare presentations, and draft routine business correspondence for the Director's signature. They will maintain comprehensive filing systems, both in hard copy and electronically, ensuring that documents are easily retrievable. Additionally, the Assistant may coordinate departmental events and conferences, manage shared calendars, and assist with HR-related tasks such as maintaining sick records. The role may also involve supporting legal teams with documentation and pipeline updates as required.

Required Qualifications:
Candidates must possess a high school education, and while a recognized secretarial qualification is beneficial, it is not mandatory. Fluency in English, with excellent written and oral communication skills, is essential. Knowledge of additional languages such as Russian, German, French, or Arabic is advantageous. The ideal candidate should have substantial secretarial and administrative experience, demonstrating strong organizational skills and a proactive attitude. They should be capable of using their initiative to undertake tasks independently and possess good communication skills, including a pleasant telephone manner. Attention to detail and accuracy are critical, along with the ability to work well under pressure and build effective relationships in a multicultural environment. A strong team player, the Assistant should be able to manage multiple assignments and maintain professionalism in all interactions.

Educational Background:
The educational background required for this position includes a high school diploma as a minimum. While not essential, having a recognized secretarial qualification can enhance a candidate's profile. The role demands strong literacy and numeracy skills, as well as proficiency in using standard office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with SAP is desirable but not mandatory.

Experience:
The position requires candidates to have significant experience in secretarial and administrative roles. This experience should demonstrate the ability to manage complex tasks, coordinate multiple activities, and support senior management effectively. Candidates should have a proven track record of working in fast-paced environments and managing competing priorities while maintaining a high level of accuracy and attention to detail. Experience in a multicultural setting and the ability to interact with diverse stakeholders is also essential.

Languages:
Fluency in English is mandatory for this position, with excellent written and oral communication skills. Knowledge of additional languages such as Russian, German, French, or Arabic is considered beneficial and can enhance a candidate's suitability for the role.

Additional Notes:
This position is a regular contract role with a contract length that extends until 29/10/202

• The EBRD promotes a flexible working environment, expecting employees to attend the office for 50% of their working time. The organization values diversity and encourages applications from qualified candidates regardless of their background. The role is full-time, and due to the high volume of applications, the EBRD may not provide detailed feedback to candidates who are not shortlisted.