Job: Senior Administrative Assistant

Location: London 
Deadline: Thursday, 03 October 2013 

Description

Senior Administrative Assistant

Ref 60010160-1-1-1 Country United Kingdom City London Department Office of the General Counsel Business Unit Legal Transition & Knowledge Management Closing date for applications 3 October 2013

Role Overview

This role is offered as a full time, Regular position.

To provide administrative support to the Legal Transition and Knowledge Management Team, including specific support to LTT Chief Counsel and another LTT counsel based in London, and, on an ad hoc basis, to a Senior LTT Counsel, based in the Moscow Resident Office.

Key Responsibilities and Deliverables

• Generally take ownership of team-wide administrative and organisational matters.
• Assisting with the organisation of Legal Transition Programme (LTP) activities, including legal transition assessments, legal reform projects and ‘outreach’ activities.
• Serving as the administrator for the LTT, including preparing input into LTP and EBRD policy documents (both numeric and text) relating to LTT matters.
• Editing documents prepared by team members, including articles, speeches and presentations.
• Managing the LTT Inbox and dealing with enquiries in an appropriate manner, either by responding directly, or by forwarding the enquiry to the most appropriate person.
• Monitoring LTT timesheet compliance on a weekly basis by checking the status of submissions and sending individual reminders as necessary.
• Recording absences by preparing and distributing the Weekly Team Update.
• Maintaining and updating the Monthly Project Report and, on a biannual basis, the LTT Project List.
• Creating project DTM numbers and maintaining the LTT Assignments List and Workload metrics.
• Assisting with the submission of project documents to the Technical Cooperation Committee (TC Com). Once a project is approved and underway, preparing the submission of funding and contracting documentation. There may be a requirement to track the status of contracts and disbursements.
• Initiating the process for the preparation of the Legal Annex for EBRD Country Strategies by monitoring upcoming Board dates and preparing and distributing draft templates to the Team, and collating the responses.
• On a quarterly basis, coordinating the LTT input and updates for the TC Pipeline.
• Assisting with logistics and coordination for the production of Law in transition and Law in transition Online as required.
• Assisting with the logistics and preparations for the Legal Round Table at the Annual Meeting.
• Drafting the annual update to the LTP Fact Sheet and coordinate the translation into Russian and the printing process, ensuring that stock levels are maintained throughout the year.
• Assisting the LTT Chief Counsel with the annual appraisal process including the collation of appraisals and the preparation of annual metrics for Management.
• Acting as the Records Management and Archives liaison for LTT. This involves archiving folders for completed projects and putting them in off-site storage, managing the electronic filing of LTT documents and monitoring compliance with the TCLink filing scheme.
• Assisting with the recruitment of new LTT staff.
• Preparing and organising all required materials for internal and external meetings.
• Dealing with telephone calls, handling queries whenever possible.
• Liaising with OGC management and other departments on their behalf when necessary.
• Acting as point of contact during absence of lawyers and where appropriate handling issues in their absence.
• Organising diaries; arranging internal and external meetings/seminars; receiving visitors.
• Arranging official travel bookings, itineraries, and any necessary materials including visas, and processing travel expenses in line with Bank policy.

Essential Skills, Experience and Qualifications

• At least five years’ administrative, secretarial or similar experience.
• Fluent English, both written and spoken. Ability to critically edit documents written by other team members (both on form and substance).
• Computer Literate: Microsoft Outlook, Word, Excel and PowerPoint.
• Good level of numeracy and ability to work with numbers.
• Attention to detail and an eye for accuracy.
• Excellent organisational/administrative skills.
• Strong communication skills, including pleasant and efficient telephone manner.

Desirable Skills: 

• Knowledge of the Bank's procedures and policies would be useful.
• Knowledge of Russian would be a bonus.
• Familiarity with English business terminology and documentation.

Competencies and Personal Attributes

• Conscientious, reliable and flexible with a professional and helpful attitude.
• Self-starter - ability to use own initiative, prioritise and work independently
• Strong team player, able to integrate into a small tam with the ability to work efficiently and cheerfully.
• Ability to work to deadlines and prepared to work overtime at peak periods as and when required
• Ability to cope well and remain calm under pressure and a capacity for hard work.

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.

More Info and Application