Assistant to the First Vice President’s Front Office

Job Posting Organization:
The European Bank for Reconstruction and Development (EBRD) is an international financial institution that was established in 199

• Its mission is to promote the transition to open and democratic market economies in countries from Central Europe to Central Asia. The EBRD operates in over 30 countries and employs a diverse workforce of approximately 2,000 employees. The organization focuses on fostering sustainable development and enhancing the quality of life in the regions it serves, emphasizing the importance of inclusion and diversity in its operations.

Job Overview:
The Assistant to the First Vice President’s Front Office plays a crucial role in ensuring the efficient functioning of the office. This position involves providing comprehensive administrative and secretarial support under the supervision of the Executive Assistant. The Assistant will be responsible for managing travel arrangements, including booking hotels and flights, preparing itineraries, and handling visa applications. Additionally, the role includes budgetary support, processing consultancy contracts, and managing expense claims related to travel and hospitality. The Assistant will also be tasked with maintaining quality management and control by proof-reading documents and ensuring proper filing systems are in place for easy retrieval. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously while maintaining a professional demeanor. The Assistant will also assist in organizing meetings and events, ensuring that all logistical aspects are managed effectively, and will provide cover for the Executive Assistant during their absence.

Duties and Responsibilities:
The duties and responsibilities of the Assistant include: making hotel and travel arrangements, preparing itineraries, and arranging visas; processing consultancy contracts and administrative arrangements as directed; providing cover during the Executive Assistant’s absence and ensuring smooth transitions; handling expense claims related to travel and hospitality; monitoring corporate card bills; ensuring quality management and control by proof-reading documents; screening telephone calls and responding to external queries; maintaining comprehensive filing systems; assisting with internal and external meetings and conference calls; preparing and processing correspondence; organizing signing events; coordinating with HR, IT, and Facilities for office moves; and conducting ad-hoc tasks assigned by the Executive Assistant.

Required Qualifications:
The position requires secondary/high school education as a minimum qualification. Candidates must possess fluent English skills, both written and oral, with excellent communication abilities. Knowledge of an additional language such as Russian, German, French, or Arabic is considered advantageous. Candidates should have essential secretarial and administrative experience, strong organizational skills, and a proactive and flexible attitude towards work. The ability to prioritize tasks, work independently, and maintain a pleasant telephone manner is crucial. Attention to detail, the ability to cope under pressure, and the capacity to build effective working relationships in a multicultural environment are also required. Candidates should be conscientious, reliable, and flexible, with a strong team player mentality.

Educational Background:
The educational background required for this position includes at least secondary/high school education. Further qualifications in administration or secretarial studies may be beneficial but are not explicitly required. Candidates should demonstrate proficiency in computer applications such as Microsoft Outlook, Word, Excel, and PowerPoint, with a typing speed of at least 55 words per minute. Knowledge of SAP is desirable but not essential.

Experience:
Candidates should have relevant secretarial and administrative experience, demonstrating a strong understanding of office management and support functions. Experience in a similar role within an international organization or a multicultural environment is preferred. The ability to manage multiple tasks and work efficiently under pressure is essential, along with a proven track record of building effective working relationships with colleagues and clients.

Languages:
Fluent English is mandatory for this position, with excellent written and oral communication skills. Knowledge of another language, such as Russian, German, French, or Arabic, is considered beneficial and may enhance a candidate's application.

Additional Notes:
This position is a regular contract with a posting end date of 24/03/202

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