Organization;PA, VP CAO
London city,United Kingdom
Salary:Very Attractive
Ref 50011098 Country United Kingdom City London Department Human Resources and Corporate Services Vice Presidency Business Unit Human Resources and Corporate Services Front Office Closing date for applications 15 September 2013
Role Overview
This role is offered as a full time, Regular contract.
The Vice President and Chief Administrative Officer of Human Resources and Corporate Services is responsible for the following areas within the bank - Human Resources, IT, Administration Services, Corporate Procurement and Records Management and Archives.
Reporting directly to The President of the EBRD, the VP CAO operates in conjunction with the EBRD’s other 3 Vice Presidents, the Secretary General, General Counsel and Chief Economist, especially as an integral member of the EBRD’s Executive Committee.
The PA is responsible for the day-to-day administrative tasks and personal assistance to the VP CAO.
Key Responsibilities and Deliverables
The Personal Assistant is responsible for direct administrative and secretarial support to the VP CAO, Human Resource and Corporate Services.
This includes the following:
Ensure smooth running of the Vice-President’s office at all times, including when she is away and liaise with the Vice-President while she is abroad.
Diary Management and Travel:
- Effectively prioritise the Vice-President’s time by managing the Vice-President’s diary, arranging internal and external meetings as required, internally and externally at all levels.
- Requesting and collating briefing material for all meetings, including the Vice-President's official trips abroad.
- Overseeing travel arrangements and hotel reservations (including visas, currency, etc.).
- Organising the Vice-President's involvement in the Bank's Annual Meeting, including co-ordination of bi-lateral meetings with EBRD Governors and Ministries of Finance of shareholder countries. · Receiving and welcoming senior guests to the Bank.
Liaisons:
- Liaising extensively with the President's and Vice Presidents' offices, direct reports and other departments of the Bank regarding meetings and general Bank matters (i.e. Board, ExCom and other Executive Committees).
- Liaising with the offices of the Vice-President's counterparts in other IFIs.
- Screening of telephone calls for the Vice-President, handling queries whenever possible or passing on call to other members of the Bank.
Correspondence:
- Drafting business correspondence for the Vice-President's signature and composing own correspondence where necessary.
- Following-up of the Vice-President's internal/external correspondence, including delegation of tasks, monitoring timing, implementation and execution.
- Handling highly confidential and sensitive documents/issues.
Document Management:
Maintaining filing system to ensure instant retrieval of data, including handling of confidential files. ·
Implementing new computer-based filing/cataloguing system (RIMS).
Budgeting:
- Day to Day independent monitoring of the budget of the Vice-President's Office which includes the analysis and reallocation of costs/recoveries and providing reports where required.
- Drafting and compiling the annual business plan and budget (including mid-year and quarterly reviews) for the Vice-President's office.
- Alerting the Vice-President of direct reports' non-compliance with Bank policies on expenditure.
- Processing detailed expense claims and invoices and logging accordingly.
Adhoc Tasks:
- Ad-hoc administrative duties.
- Essential Skills, Experience and Qualifications
- Extensive secretarial experience, supporting at a Senior Level.
Soft Skills:
- Attention to detail and eye for accuracy essential.
- Excellent interpersonal and communication skills, including pleasant and efficient telephone manner.
- Excellent organisational/administrative skills.
- Good judgement, ability to prioritise and schedule own workload and to perform self-managed activities.
- Complete adaptability for an ever-changing environment and an ability to take initiative where required.
- Judgment and maturity to liaise effectively on important issues at the highest level inside and outside the Bank.
- Ability to remember details and to think of all aspects of any issues/arrangements to be made.
- Good level of numeracy.
La nguages:
- Fluent English, both written and spoken.
- Knowledge of another European Language, e.g. German, French or Russian, would be useful, but not essential.
IT Skills:
- Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint and personal tablets i.e. iPad.
- Knowledge of SAP would be useful.
Other:
- Extensive knowledge of the Bank, policies and procedures. (internal candidates only).
- Knowledge of Bank's budget and accounting framework. (internal candidates only
- Ability to demonstrate an understanding of and experience of policies, procedures and budget frameworks from previous roles
- Ability to cope well and remain calm under pressure, to turn work around quickly and accurately.
- Ability to communicate confidently and assertively at all levels.
- Ability to handle highly confidential and sensitive issues with tact and diplomacy.
- A capacity for hard work with a good sense of priority.
- Ability to work efficiently and cheerfully as part of a team.
- Good sense of priorities and initiative with excellent memory for detail.
- Possess strong co-ordination and interpersonal skills.
- Reliable, flexible with a professional attitude and willing to work overtime as and when required.
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
How to Apply
http://unjobs.org/vacancies/1377113859856