European Bank for Reconstruction and Development (EBRD)

EBRD Athens, Greece

Requisition ID

26764

Office Country

Greece

Office City

Athens

Division

Banking Countries of Operations

Full-Time/Part-Time​

Full Time

Contract Type

Fixed Term

Contract Length

3 years

Posting End Date

08/08/2022

Purpose of Job

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

Background

As the first point of contact for the Bank, the Assistant needs to have a corporate approach and be experienced and able to work in a demanding environment with a calm and measured approach. Working in coordination with the rest of the admin staff ensures a smooth operation of the office and reports to the Director.

The Assistant provides comprehensive high quality secretarial support to staff from various teams represented in RO and also works in cooperation with service providers (travel agencies, courier companies, etc.)

Accountabilities & Responsibilities

  • Acting as the first point of contact deals with general enquiries, answers phone calls and greets visitors as they arrive at the office.
  • Prepare meeting room with presentation equipment/materials and refreshments.
  • Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
  • Distributions of mail, arranging courier services, 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.
  • Proof read and draft routine business correspondence for Banker’s signature, editing, photocopying, scanning and binding documents;Organising conference calls, video conferences, external and internal meetings, maintain appointment diary electronically in MS Outlook.
  • Providing basic IT support.
  • Travel arrangements for various business trips, including visas arrangements and preparation of ECFs and following up reimbursement process
  • Providing administrative support in project preparation: research, data entry, filing project documents, preparation of contract request forms, communication with TC team, providing support with translation of various documents.
  • Maintaining the filing system.
  • OpsCom preparation: video-link organising.
  • 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.
  • Depending on RO to assist two-three lawyers and deal with OGC related issues particularly processing of POAs related to the project; processing of legal documentation, safekeeping; completion of OGC forms; translation of short documents (max. 1,5-2 pages)

  • Depending on RO working with petty cash payments can be requiredDepending on RO may be assigned to coordinate in visa/registration issues, liaise with the MFA

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

  • Higher education
  • Fluent English and Greek, 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

Please be advised internal applicants are only eligible to apply once the probation period in your current role has been passed.

Please note that CCTs and applicants working directly for a Board office can only apply for jobs advertised via the external website.

Tags: banking, data entry, oral communication, photocopying, project preparation, translation