Assistant

European Bank for Reconstruction and Development

The Assistant provides administrative support to staff, including travel arrangements and secretarial assistance in project preparation.

Accountabilities and Responsibilities

• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service. Acting as receptionist 5 days a week from Monday to Friday.
• Distributions of mail, sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff member.
• Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholder s schedules.
• Proofread and draft routine business correspondence for Banker s signature, editing, photocopying, scanning and binding documents.
• Organising conference calls, video conferences, external and internal meetings.
• Travel arrangements for various business trips , including visas arrangements and preparation of ECFs
• Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms, communication with TC team
• Maintaining the filing system to ensure instant retrieval of up-to-date information (Project link)
• updating DTM entries as per the OPSCOM minutes and memo.
• OpsCom preparation: video-link organizing.
• Assist in the Organisation of workshops and seminars, preparing presentations for internal and external meetings.
• Working with visiting missions in the related areas
• Ad-hoc other secretarial and administrative duties when required, inventories preparation and filing.
• Depending on RO working with petty cash payments can be required.
• Depending on RO may be assigned to coordinate in visa/registration issues.

Knowledge, Skills, Experience and Qualifications

Academic Qualifications

• Higher education
• Fluent English, French and Arabic with excellent written and oral communication skills

Experience/Knowledge

• Secretarial and administrative experience essential
• Good organisational skills, proactive and flexible attitude to work essential.
• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• 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 professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Ability to take on responsibility.
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint