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Senior Administrator, Board and Institutional Affairs (known internally as Senior Officer, BIA)

Posted: 16 Nov 2020 Closes: 1 Dec 2020
London, GB Competitive
Permanent & Full-time EBR_18726

Purpose of Job

The Senior Officer supports the Board and Institutional Affairs (BIA) team including senior management within the Office of the Secretary General (OSG)on matters relating to the work of the Board of Directors. The Senior Officer is responsible for the daily administration, logistics and management of the 150+ Committee meetings, Information Sessions and Workshops attended by Directors and many colleagues across the Bank over the course of one year. The Senior Officer plays a critical role ensuring the smooth running of the team by interacting with colleagues Bank-wide, including the Board of Directors, their offices and will also provide critical support on the Board Induction programme attending by all new Board members.

The Senior Officer may also be assigned to help other team members on specific OSG or corporate governance related tasks.

Background

The Office of the Secretary General (OSG) acts as the liaison between the Bank's Management and its Board of Governors and Board of Directors to ensure the Bank's key governance functions operate effectively and to facilitate formal decision-making processes of the EBRD, amongst other functions.

The Board and Institutional Affairs (BIA) team sits within the Secretary General's Office (OSG). The BIA team provides the Corporate Secretariat functions to the key decision-making functions of the Bank - the Board of Directors and the Board of Governors.

The Board of Directors comprises 23 Directors (as well as Alternate Directors and Advisers) who are elected by the Board of Governors, and represent either one or a number of countries or members in 23 Constituency Offices which are resident and hosted in the Bank's headquarters. Key internal and external networks include the President and the President's office, members of senior management, Board Directors, shareholders, and senior management of secretariat functions in other international financial institutions.

The Senior Officer will interact with members of the Board, many teams throughout the Bank and external stakeholders.

Accountabilities & Responsibilities

The Senior Officer has some or all of the following accountabilities and responsibilities:

  • Support on all Board Committees, Board Information Sessions, Board Workshops and other governance projects including Board Induction and other events:
  • Actively contributing to the organisation and smooth running of an intense work programme of 150+ governance meetings (each involving between 50-100+ participants).
  • Supporting the Board of Directors including; demonstrating awareness of key future issues to be discussed on the Committee work programmes to prepare attendees, complex diary management of scheduling meetings to make sure meetings take place at the right time to meet the business demands of the Bank. In consultation with the team, establishing process maps for Committee meetings and other governance meetings.
  • Supporting the preparations for setting up the meetings, (including ensuring documents are submitted on time; organising preparatory meetings; helping to ensure any follow up is taken forward), preparing Committee minutes and workshop conclusions.
  • Organising the logistics for the Board Induction Programme involving senior management and new Board members. Managing competing diary demands and helping to provide solutions. Collating feedback from attendees to ensure lessons are learnt to improve the programme.
  • Liaising with event management and participants in support of virtual meetings.
  • Tracking, analysis and inputting relating to the work programmes as required including analysis of the cost of running these meetings.
  • Responsible for gathering information and updating a Board Manual - a key report for use by the team on internal governance.
  • Providing support on the work effort on EBRD membership which involves tracking key steps completed by an applicant and providing templates on key membership documentation amongst other tasks.
  • Providing back-up support when needed to the Analyst, Governance & Membership, with the preparation elements of meetings of the Board of Directors chaired by the President.

Knowledge, Skills, Experience & Qualifications

  • Excellent English, drafting and oral communication skills
  • Excellent attention to detail and eye for accuracy
  • Diplomacy, tact and an excellent team player
  • Strong organisational, administrative and analytical skills with the ability to manage complex diaries.
  • Self-motivated with the ability to work independently and to prioritise and schedule tasks
  • Ability to use virtual tools and support the effective running of virtual meetings.
  • Fluent English. Knowledge of another language would be useful.

Technical Skills

  • IT Skills: Windows XP: Microsoft Outlook, Word, Excel, PowerPoint
  • Proven skills to draft business correspondence and documents, summarise information in written narratives, manage complex work programmes.

Diversity is one of the Bank's core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working.

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EBRD

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