Purpose of Job
The Assistant provides administrative support to staff, including travel arrangements and secretarial assistance in project preparation. The EBRD is extending the geographic scope of the Bank’s operations to several sub-Saharan African countries and is in the process of opening a Resident Office (RO) in Nairobi, Kenya.
The Assistant provides comprehensive high quality secretarial support to staff from various teams represented in the RO and also works in cooperation with service providers (travel agencies, courier companies, etc.).
Accountabilities & Responsibilities
- Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
- Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholder’s schedules.
- Proofread and draft routine business correspondence for Banker’s signature, editing, photocopying, scanning and binding documents.
- Organise conference calls, video conferences, external and internal meetings.
- Make travel arrangements for various business trips, including visas arrangements and following up reimbursement process.
- Provide administrative support in project preparation, due diligence, and monitoring: updating projects databases and filing project documents, preparation of contract request forms etc.
- Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings.
- Working and supporting visiting missions to the RO.
- Cover the reception area as/when required.
- Perform ad-hoc other secretarial and administrative duties when required.
Knowledge, Skills, Experience & Qualifications
Academic Qualifications
- Higher education (BA/BSc/HND).
- Excellent written and oral communication skills in English.
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.
- Willingness to work overtime as and when required, sometimes at short notice.
- Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
