Requisition ID

35568
Office Country

United Kingdom
Office City

London
Division

Environment & Sustainability
Contract Type

Regular
Contract Length
Posting End Date

17/04/2025
Purpose of the Job
The Senior Officer contributes to the smooth running of the team by providing administrative and/or budget-related support to team members, interacting with colleagues Bank-wide, as well as external clients and institutions.
Background
The Senior Officer role provides administrative support to the whole team, including some or all of the following: research, data analysis, travel arrangements, procurement, and meeting and event arrangement. The Senior Officer position will often include Budget, Records Management, Human Resources and IT coordination.
This role will involve dealing with the departmental Director, Managers and other colleagues within the team; other EBRD departments; and clients.
Facts / Scale

The Senior Officer undertakes some or all of the following:

• Work on budget management alongside the line manager.
• Deal with queries and resolve issues independently (escalating more complex issues to their line manager).
• Event management.

Accountabilities and Responsibilities

The Senior Officer has some or all of the following accountabilities and responsibilities:

Administration:

• Arrange all elements of travel according to EBRD policy including arranging flights, visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses.
• Coordinate all required facilities, catering and technical assistance for internal/external events, meetings, training sessions, including venue sourcing, billing arrangements, and on-the-day implementation and running events.
• Assist with preparation and editing of internal documents to be submitted to the Bank’s committees (e.g. ExCom, OpsCom, SP Com, TC Com, BAAC, FOPC, Board) where applicable.
• Diary management – arrange internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager.
• Maintain and manage data in EBRD-specific applications (PMM, DTM, EMD, etc.) to ensure accuracy of Bank records.
• Manage internal/external correspondence/requests including drafting responses for review, forwarding for action within the team and interfacing with other departments to ensure that follow-up action is taken.
• May act as IT Coordinator (ITC), Records Management Coordinator (RMC), Communications Coordinator and Human Resources Departmental Coordinator
• Identify opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose.
• The Senior Officer manages their own work, whilst working in cooperation with other Senior Officers in the Admin Unit of the department, supporting each other and sharing the work allocated by the manager.

Consultancy:

• Assist the Admin unit with managing the processing of consultacy contracts, including organising of invoicing and payments, to ensure the process runs smoothly. Keeping track of signed contracts and managing the consultancy budget for the department.

Budget:

• Assist the line manager to monitor the budget and review all charges to the team’s budget, as Alternate Budget Officer, to ensure the accuracy of all financial details and compliance with the Bank’s procedures

Reporting:

• Undertake internet-based research on both a planned and an ad hoc basis and complete internal and external document searches, to provide Managers with essential information for the production of reports
• Assist with the production of reports and presentation material, undertake secondary proof-reading and editorial work. Assist with requests for updates to the department’s intranet / internet pages.

Perform specific data-based analytical work to provide Managers with essential information for the production of reports

Knowledge, Skills and Experience

Academic Qualifications

• A degree and/or equivalent business experience
• A recognised secretarial or business qualification would be useful, but is not essential
• Fluent English, with excellent written and oral communication skills is essential
• Knowledge of another language, both written and spoken, would be useful

Experience/Knowledge

• 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 work as part of a team where tasks are allocated by the line manager, willingness to support the wider team and assisting and collaborating with colleagues in the Support Unit.
• Well versed with a range of IT software - essential

Technical Skills

• Computer literate: advanced knowledge of Microsoft Suite of applications.
• Well-versed in use of MS365 and other relevant software tools available to perform tasks is essential, such as Planner, Forms, Power Automate, etc.
• Proven skills to draft business correspondence and documents, summarise information in written narratives and presentations including textual, numeric and graphic/charts
• Knowledge of SAP desirable: processing of expenses, raising POs, Goods-receipts, etc.

Behaviours

• Team player, willingness to be a part of a small team and understand your role providing support to the wider department.
• Willingness to learn and provide inputs and suggestions to enhance processes.
• Pro-active attitude, take ownership of tasks allocated and ensure they are completed in good quality and in a timely manner.
• Awareness of documents and information classified as confidential, and treating them as such.

Please refer the Job description for details