Assistant

Job Posting Organization:
The job posting organization is the European Bank for Reconstruction and Development (EBRD), which was established in 199

• The EBRD's mission is to promote the transition to open market-oriented economies and to foster private and entrepreneurial initiative in countries from Central Europe to Central Asia and the Southern and Eastern Mediterranean. The organization operates in over 30 countries and employs thousands of professionals dedicated to supporting economic development and investment in these regions. The EBRD focuses on various sectors, including banking, infrastructure, and energy, and aims to create sustainable and inclusive economies.

Job Overview:
The Assistant position is designed to provide comprehensive administrative support to allocated professionals within the team, as well as ad-hoc assistance to others during peak periods and absences. This role is characterized by a high level of busyness, requiring the Assistant to adopt a proactive, independent, and capable approach to their work. The Assistant is expected to take full ownership of their tasks to ensure the smooth operation of the managers' business activities. Key responsibilities include travel planning, expense management, diary management, proofreading, and coordinating various types of meetings and team events. The Assistant will interact with a wide range of stakeholders across the EBRD, including Managing Directors and external clients and service providers. The role also involves providing secretarial and administrative support to the leadership team, Senior Managers, and Managers, as well as assisting other Assistants and Officers in the team as needed. In the absence of the manager, the Assistant will ensure that routine office support procedures are maintained and will provide guidance and coaching to junior secretaries when required. This position requires effective communication and collaboration with colleagues in both the Resident Offices and Headquarters, as well as various departments within the organization.

Duties and Responsibilities:
The Assistant's duties and responsibilities include managing and coordinating hotel and travel arrangements, creating itineraries, and arranging visas and passport renewals as necessary to ensure smooth travel experiences. They will process consultancy contracts and legal documentation while liaising with consultants and outside lawyers as directed by the manager. The Assistant will carry out all secretarial and administrative duties for the Director/Manager to facilitate the efficient operation of the office. This includes managing diaries, arranging internal and external meetings, and video conference calls, as well as receiving visitors and ensuring that meetings are executed seamlessly. The Assistant will draft, check, and proofread correspondence as needed, ensuring that all documents submitted to various approval boards within the Bank are accurate and well-prepared. They will obtain the necessary sign-offs on documents in a timely manner and take minutes during meetings, capturing and summarizing key points effectively. Additionally, the Assistant will prepare materials for meetings and committees, draft routine business correspondence for the Director's signature, and ensure quality management control of team documentation. They will be responsible for arranging all aspects of travel according to EBRD policy and claiming expenses promptly to avoid delays in payment. The Assistant will maintain comprehensive filing systems in both hard copy and electronic formats, ensuring instant retrieval of documents. They may also manage and coordinate conferences and events, ensuring that all elements are professionally managed and executed to a high standard. The Assistant will conduct ad-hoc tasks assigned by the Line Manager, maintain the Team shared calendar, Weekly Whereabouts, and Contact Database, and provide secretarial cover during absences, ensuring a smooth transition with handover notes.

Required Qualifications:
The position requires 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 an additional language such as Russian, German, French, or Arabic, both written and spoken, would be advantageous. Candidates should possess secretarial and administrative experience, demonstrating good organizational skills and a proactive, flexible attitude towards work. The ability to use initiative to undertake tasks and projects without guidance is crucial, along with strong communication skills, including a pleasant and efficient telephone manner. Attention to detail and accuracy are vital, as is a good understanding of the Department's procedures and the EBRD's operations. Candidates must be able to cope well under pressure and build effective working relationships with clients and colleagues in a multicultural environment. A conscientious, reliable, and flexible approach, along with a professional and helpful attitude, is expected. Strong teamwork skills are necessary, as well as the ability to manage multiple assignments involving a wide range of bank-wide contacts. Candidates should be able to maintain professionalism and calmness while multitasking and demonstrate a capacity for hard work. Excellent interpersonal skills, including tact and diplomacy, are essential, as is the ability to handle confidential and sensitive information discreetly. Candidates should also have the confidence to take on various projects and responsibilities and quickly grasp the requirements of assigned tasks.

Educational Background:
The educational background required for this position includes a high school diploma. While a recognized secretarial qualification is not essential, it would be considered beneficial. Candidates should have a strong command of the English language, both written and spoken, and knowledge of another language would be advantageous.

Experience:
Candidates should have essential secretarial and administrative experience. This includes a proven track record of good organizational skills, a proactive and flexible attitude towards work, and the ability to use initiative to undertake tasks and projects without guidance. Experience in a similar role within a multicultural environment is preferred, as is the ability to build effective working relationships with clients and colleagues.

Languages:
Fluency in English is mandatory, with excellent written and oral communication skills. Knowledge of an additional language such as Russian, German, French, or Arabic, both written and spoken, would be considered a valuable asset for this position.

Additional Notes:
The contract type for this position is short-term, with a contract length of 7 months. The posting end date for applications is January 16, 202

• Internal applicants are only eligible to apply once they have passed the probation period in their current role. Additionally, applicants working directly for a Board office can only apply for jobs advertised via the external website. Due to the high volume of applications received, the organization regrets that they are unable to provide detailed feedback to candidates who have not been shortlisted for further consideration.