Within the Partnerships and Policy Vice Presidency, and as part of the Donor Co-Financing Team, the objective of the EBRD’s Brussels Office is to act as a focal point, centre of expertise for the Bank on EU affairs, operational facilitator and representative office which enables the EBRD to deepen its engagement with the European Institutions and the many related organizations present in Brussels.
The 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, partners, suppliers and institutions.
The Officer role provides administrative support to the EBRD Brussels Office, including some or all of the following: meeting and event organisation, correspondence and filing management, budget management, management of visitors, travel arrangements, IT problem solving, and procurement. The 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; partners and clients.
Accountabilities & Responsibilities
The Officer provides secretarial and administrative support to the team/department and in doing so has some or all of the following accountabilities and responsibilities:
- Managing incoming telephone calls, taking messages and re-routing as necessary;
- Monitoring emails, screening and prioritizing messages and replying where appropriate;
- Managing 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;
- Organising and maintaining comprehensive filing in electronic systems, and where necessary in hard copy; where needed, maintaining and managing data in EBRD-specific applications to ensure accuracy of Bank records;
- Managing and updating the Brussels office contacts database (communication purposes);
- Office supply management;
- Coordinating all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements;
- Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses;
- Diary management and meeting organisation: Respond to meeting requests on behalf of the team and/or line manager, arrange internal and external meetings and conference calls, receive visitors, obtain necessary documents for entry into buildings, and ensure that the organizational aspect of meetings is seamlessly executed and all logistical aspects efficiently prepared and executed;
- Assist with the production of reports and presentation material, undertaking secondary proof-reading, layout and editorial work;
- Assistance in the preparation of reports and communications products (coordination, formatting);
- Assist with the translation of publications, media monitoring and regular ordering of publications;
- Performing ad hoc secretarial/administrative duties and ad hoc research as required;
- May act as IT Coordinator (ITC), Records Management Coordinator (RMC), Budget Coordinator and Human Resources Coordinator, under the authority of the head of office, and coordinates closely with London colleagues on these areas;
- Identifying opportunities to improve departmental processes and outputs to ensure they are kept up to date and fit for purpose;
- Undertake the role of Health, Safety & Security Co-Ordinator, advising new joiners on the policy relating to medical cover to updating the business continuity plan to liaising with the local UNDSS office to obtain clearance.
- Secondary/High school education;
- Fluent English and French, with excellent written and oral communication skills;
- Knowledge of spoken Dutch would also be useful;
- Excellent knowledge of EU institutions and familiarity with Brussels;
- Proven secretarial and administrative experience;
- Good organizational skills, proactive and flexible attitude to work essential;
- Ability to prioritise own work and to work on own initiative;
- Good communication skills including pleasant and efficient telephone manner;
- High level of numeracy;
- Attention to detail and eye for accuracy;
- Ability to cope well under pressure;
- Ability to build effective working relationships with clients and colleagues in a multicultural environment;
- Conscientious, reliable and flexible with a helpful and professional attitude;
- Strong team player, with the ability to work efficiently and cheerfully and to handle simultaneous assignments, and to collaborate closely with colleagues in the London team dealing with budget, HR, IT and other cross cutting issues;
- Excellent interpersonal manner, including tact and diplomacy;
- Ability to exercise judgement on and deal discretely with confidential/sensitive information and data;
- Excellent time keeper;
- Computer literate – windows XP, Microsoft outlook, word, excel, powerpoint;
- Knowledge of SAP desirable but not essential;
- Capacity to collate communication material into a professional end product would be advantage;
- 55 wpm typing.
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