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Executive Assistant Ref: 50010927 Country: United Kingdom City: London Department: Finance Vice Presidency Business Unit: Controller’s Closing date for applications: 27 November 2012 Role Overview: This role is offered as a 12mnth Short Term contract, working 2 days a week (Monday and Tuesday). The Controller’s Department (70 staff) is organized into five teams reporting to the Controller and the Executive Assistant will provide comprehensive high quality secretarial support to the Controller and administrative support to his department. Key Responsibilities and Deliverables Budget officer – to include monthly reporting of self-managed costs; raising purchase requisitions and entering goods receipts in SAP for quarterly audit fees, temporary staff costs, notary fees, one-off stationery items etc. Entering expense claims in SAP relating to travel, hospitality, professional fees etc HR Co-ordinator – administrative procedures surrounding the hiring and departing of temporary professional and support staff/External Auditors; maintain SAP HR data for department’s sick leave to include compiling monthly sick report for authorisation and submission to HR IT Coordinator – central contact point for the department including paperwork for new starters, leavers, internal moves, software requests and telephones Management of Controller’s diary, arranging internal and external meetings and conference calls and responding to invitations on Controller’s behalf Drafting business correspondence for the Controller’s signature and composing own correspondence where necessary; drafting monthly and quarterly timetables for MMR and IPR reports, drafting of Powerpoint presentations Ensuring quality management and control; proof-reading and checking documents for the Controller Forwarding and tracking the Controller’s external/internal correspondence/requests to other members of Controller’s or members of Finance Department, ensuring that follow-up action is taken Screening telephone calls for the Controller; responding to and dealing independently with external queries; passing on calls to other members of the department as appropriate In the Controller’s absence ensure efficient control of email, screening/prioritising messages and replying on behalf of the Controller to routine enquiries or forward to appropriate Controller’s member or members of Finance Department to respond/act upon Making travel/hotel arrangements, drafting itineraries and arranging visas as required Liaising with Vice-President Finance’s office for scheduling of Controller’s items for ExCom, Audit Committee and the Board Maintaining comprehensive filing to ensure instant retrieval of documents Organising Controller’s annual retreat, Christmas party and other departmental social activities Organising MDB Controllers’/Chief Accountants’/Operations Treasury Annual Forums as and when necessary Department Co-ordinator for Records Management, Stationery and Communications Disaster Recovery and Business Continuity Call out cascades for department ORMG Report - collating of monthly operational risk indicators for Controller’s for submission to Operational Risk Management Updating department’s information on Intranet Receiving visitors · Other ad-hoc administrative/secretarial duties as and when required Essential Skills, Experience and Qualifications At least five years' secretarial/administrative experience, including at least three years of experience in the Bank, and an excellent performance record Good knowledge of the Bank’s policies and procedures, in particular good knowledge of Controller’s and Finance Department Educated to degree level or equivalent (preferably Business/Accounting and finance related) Fluent English, both written and spoken. 60 wpm typing Good level of numeracy Computer literate: Windows 7; Microsoft Outlook; Word; Excel; PowerPoint Knowledge of SAP Budget Officer, SAP Purchasing, SAP Human Resources, SAP Travel & Expenses Competencies and Personal Attributes Autonomy and initiative - Ability to work on own initiative and independently. Prioritising own work within an environment of continually changing priorities referring unfamiliar situations to Controller Planning and Organisation – Proven skills in organising, scheduling, planning and coordinating work with a high degree of initiative and judgement, reliability, resourcefulness and flexibility to perform a variety of tasks. Willing to work overtime as and when required Commitment and Resilence - Demonstrated ability to function under time pressure and to handle multiple tasks in a fast paced environment Numeric and Concern for Accuracy – proven numeric ability withthe capacity to ensure a high degree of accuracy and quality in work delivered is essential Communication Skills – ability to communicate confidently at all levels, both in written and verbal formats. Pleasant and efficient telephone manner Interpersonal Skills - able to understand, respect and respond appropriately using tact and diplomacy to other people’s behaviour, concerns and motives. Ability to handle confidential and sensitive issues with integrity and discretion Team Player – committed to support the achievements of the departments mission and objectives and the willingness to put the goal of the team before personal goals. The ability to build effective, co-operative relationships with immediate team members to foster an efficient and cheerful approach This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs. Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply. Source: EBRD jobs

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