Administrative Officer

Purpose of the Job 

The Officer is responsible for providing secretarial and administrative support in OGC.

Accountabilities and Responsibilities 

• Producing and completing legal documentation and forms (such as execution versions of contracts, signing announcements and confirmations, corporate authorisations, including certificates, shareholder proxies and powers of attorney, and first drafts of standard agreements (e.g. indemnity agreements)
• Filing and archiving of legal documentation in various hard copy and electronic systems using Livelink and the TCRS systems;
• Liaising with internal and external clients on legal matters such as legal due diligence and execution modalities;
• Processing consultancy engagements in accordance with all relevant procedures and approval processes, preparing engagement/consultancy contracts and arranging invoicing;
• Updating legal knowledge management databases held by LTT in Livelink to ensure correct templates and data is used for management reports;
• Managing correspondence as required;
• Assisting with internal reporting for OGC and DCF management in respect to LTT technical cooperation projects;
• Arranging travel, itineraries, visas and process travel expenses in compliance with Bank’s policies and procedures;
• Provide support during absences of other LTT OTE staff;
• Arranging internal events, webinars, meetings and conference calls and receiving visitors;
• Assisting with the arrangement of external events: online and offline;
• Preparing and organising documents for management committee meetings and Board meetings;
• Preparing and amending power point presentations (external and internal and ensuring appropriate EBRD templates are used);
• Performing any other administrative tasks as assigned.
• Producing and completing legal documentation and forms (such as execution versions of contracts, signing announcements and confirmations, corporate authorisations, including certificates, shareholder proxies and powers of attorney, and first drafts of standard agreements (e.g. indemnity agreements)
• maintaining the internal knowledge sharing database which updates the Corporate Climate Governance Facility intranet website.

Knowledge, Skills, Experience and Qualifications

Academic Qualifications

• Secondary/High School Education.
• A recognised legal secretarial qualification such as the Legal Secretaries Diploma provided by the Institute of Legal Secretaries and PAs is useful but is not essential.
• Fluent English, with excellent written and oral communication skills.
• Knowledge of another language (e.g. Russian, German, French, Turkish or Arabic) both written and spoken would be useful (but such knowledge of relevant language is essential for RO-based roles).

Experience/Knowledge

• Significant secretarial and administrative experience;
• Experience in organizing legal conferences, events and webinars;
• Experience in administration of technical cooperation projects and coordination of technical consultants would be useful;
• Good organisational skills, proactive and flexible attitude to work essential;
• Ability to use initiative to undertake tasks and projects without guidance;
• Excellent 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 efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts;
• 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;
• Confidence to put self forward for various projects and responsibilities and quickly understand what is required of the task in hand.

Technical Skills

• Professional user of Microsoft Office 365(Word, Excel, PowerPoint, Outlook,Access, One Drive and Teams).
• Knowledge of EBRD applications: Smart by GEP, TCRS, SAP Funds ECC and Livelink  would be an advantage.

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital  transformation at the heart of what we do.

Diversity is one of the Bank’s core values which are at the heart of everything it does.  A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.  As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).

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