Assistant

The Assistant provides administrative support to staff, including travel arrangements and secretarial assistance in project preparation. The role involves managing communications, scheduling, document preparation, and supporting project-related administrative tasks.

Responsibilities

• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service
• Distributions of mail, sending out fax messages 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
• 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
• 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 organising
• Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings
• Working with visiting missions
• To replace receptionist in her absence
• Ad-hoc other secretarial and administrative duties when required

Requirements

• Higher education
• Fluent English and Ukrainian, with excellent written and oral communication skills
• 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
• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint

Skills

• Secretarial experience
• Administrative Support
• Organizational Skills
• Prioritization
• Telephone Communication
• Attention to Detail
• Multitasking
• Interpersonal Skills
• Confidentiality Management
• Time Management
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint
• Travel Arrangements
• Document Preparation
• Project Administration

Languages

English, Ukrainian