Administrative Assistant

The Administrative Officer is responsible for all general admin tasks within the team ensuring the smooth administration of expatriate staff, effective coordination with government authorities, and reliable administrative and logistical support to the Office. The Officer may also provide secretarial support to Bankers, Managers or Director.

Responsibilities

• Manage end‑to‑end residency, work permit, national ID, and visa processes for expatriate staff and eligible dependants, in line with the country’s regulations and internal procedures.
• Coordinate customs clearance and release of shipments, including personal effects, office equipment, and official consignments.
• Arrange and follow up on telecommunication requirements, including telephone lines and SIM card clearances for international staff.
• Maintain accurate records and tracking of all expatriate‑related documentation, permits, and official correspondence.
• Oversee drivers’ schedules and overtime records whilst also taking on responsibility for maintaining official relations & full expatriate Administration.
• Manage internal/external correspondence/requests including drafting responses for review and obtaining the relevant sign offs. This may also require arranging/providing translations.
• Assist with the translation of publications, media monitoring and regular ordering of publications.
• Liaise with Communications to ensure the accuracy of all the team’s internet and intranet pages.
• Function as the Records Management Coordinator, HR Coordinator, Stationery, Archives or Departmental coordinator to ensure the smooth running of the team and procedures are adhered too.
• Manipulate data and produce reports through systems such as SAP, Data warehouse, CAR or BPN as requested.
• Maintain and manage data in EBRD-specific applications (DTM) to ensure accuracy of Bank records.
• Coordinate all required facilities, catering and technical assistance for internal/external meetings/training sessions, including venue sourcing, as well as billing arrangements.
• Prepare presentations and briefing notes for the team for speaking/meeting engagements.
• Undertake the role of Health, Safety & Security Co-Ordinator, attending SMT meetings and provide staff list and contact details updates to UN.
• Coordinate security clearance.
• Arrange all elements of travel according to EBRD policy including arranging visas, accommodation, ordering currency and preparing itineraries as well as claiming expenses, and all the visa support for travelling staff from HQ.
• Diary management – arranging internal and external meetings, conference calls and responding to meeting requests on behalf of the team and/or line manager.
• Provide other admin/secretarial and ad hoc support to staff in the team.
• Create and keep up to date the RO contact database.

Requirements

• Bachelor’s degree in business administration, Public Administration, International Relations, or a related discipline.
• Extensive relevant experience in expatriate administration, official/government liaison, logistics, or administrative support roles.
• A recognised secretarial or business qualification would be useful, but is not essential.
• Fluent English, with excellent written and oral communication skills.
• Knowledge of another language both written and spoken would be useful.
• Knowledge of local Office language essential.
• Administrative and secretarial experience essential.
• High level of numeracy.
• Attention to detail and eye for accuracy.
• Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment.
• Strong team player, with the ability to work highly efficiently and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Excellent organisational and administrative skills.
• Ability to prioritise and manage time, manage work, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative.
• Excellent interpersonal and communication skills at all levels in a multicultural environment.
• Computer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint.
• Proven skills to do business correspondence and document writing, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts.
• Knowledge of SAP desirable but not essential

Skills

• Expatriate Administration
• Government Liaison
• Logistical Support
• Administrative Support
• Secretarial Skills
• Numeracy
• Organizational Skills
• Time Management
• Confidential Information Handling
• Business Correspondence
• Document Writing
• Information summarization
• Microsoft Outlook
• MS Word
• MS Excel
• MS PowerPoint

Languages

English