Assistant/Secretary

Kyiv Resident Office of the European Bank for Reconstruction and Development is looking for an Assistant on full-time 23-month short term contract.

***While the position is contractually based in Kyiv, the actual place of work for the successful candidate would temporarily be Warsaw, Poland, subject to change if and when the situation allows*** 

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

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

• Preparation of briefing information, gathering business information for the senior staff,
• 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;
• Organizing conference calls, video conferences, external and internal meetings;
• Travel arrangements for various business trips, including visas arrangements and preparation of ECFs and following up reimbursement process
• 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
• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
• Distributions of mail, ensuring the correct correspondence gets to the correct EBRD staff member.
• 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 organization of workshops and seminars, preparing presentations for internal and external meetings;
• Working with visiting missions in the related areas
• To replace receptionist in her absence
• Ad-hoc other secretarial and administrative duties when required

Knowledge, Skill, Experience and Qualifications

Academic Qualifications

• University degree
• Fluent English and Ukrainian with excellent written and oral communication skills
• Knowledge of Polish both written and spoken would be useful 

Experience/Knowledge

• Secretarial and administrative experience essential
• Good organizational skills, proactive and flexible attitude to work essential.
• Ability to prioritize 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

If you are interested, please apply by following the link:

https://jobs.ebrd.com/job-invite/35153/

Closing date for applications is 20/11/2024