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Legal Secretary/ Assistant

Київ

The position is based in Ukraine with temporary relocation to Warsaw, Poland. EBRD may grant approval to work from Ukraine to eligible candidates who may not be able to relocate to Warsaw, Poland due to personal objective reasons

The role is to provide secretarial support to lawyers and bankers from the team.

This position is offered as a Regular full-time contract.

Key Responsibilities and Deliverables

Assist three to five lawyers and support the Office of the General Counsel (OGC) on related issues particularly processing of Power Of Attorney related to the project; processing of legal documentation, safekeeping; completion of OGC forms.
Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
Process consultancy contracts/legal documentation and liaise with consultants, and outside lawyers as directed by the manager.
Carry out all secretarial and administrative duties for the team to enable smooth running of the office.
Managing diaries, arranging internal and external meetings and conference calls;
Correspondence – drafting, checking and/or proofreading as needed
Obtain the appropriate sign-off on documents when required ensuring that they are signed or coordinated in a timely manner.
Take minutes at meetings ensuring all key points are captured, summarised and effectively presented to the manager.
Prepare Powerpoint presentations and other material for meetings/committees
Draft routine business correspondence for Director’s signature. Prepare, draft and check team documentation ensuring quality management control.
Responsible for arranging all elements of travel according to EBRD policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.
Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
Organise and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
May manage and coordinate conferences and events by being well organised, paying the utmost attention to detail and troubleshooting on the day to ensure that all runs smoothly and to time.
Organise and coordinate internal departmental events ensuring they are professionally managed to a high standard.
Conduct ad-hoc or specific tasks assigned by Line Manager or Matrix Manager which may be related amongst others to pipeline or reporting.
Maintain Team-shared calendar, Weekly Whereabouts, & Contact Database.
Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.

Essential Skills, Experience and Qualifications

University degree
A recognised secretarial qualification would be useful, but is not essential Fluent English and Ukrainian with excellent written and oral communication skills
Knowledge of Polish both written and spoken would be useful
Secretarial and administrative experience Good organisational skills, proactive and flexible attitude to work essential.
Ability to use initiative to undertake tasks and projects without guidance.
Good communication skills, including pleasant and efficient telephone manners.
Attention to detail and eye for accuracy.
Good knowledge of the Department’s procedures and the EBRD.
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