Office Manager

Purpose of Job

The Analyst, Office Manager, is responsible for effective implementation of administrative procedures and processes, ensuring that the Resident Office provides an efficient and well managed working environment for the staff and visitors. The Office Manager, interfaces with counterparts and management within the Banking Department and other relevant departments.

The role may also provide administrative assistance to the Head of Office, and/or RO based banker(s).

Background

The role reports to and works closely with the Head of Office on all administrative issues specific to the Resident Office, including budget, property, vehicles, service contracts with external providers, etc.

The role is responsible for keeping regular contact with the local authorities in respect to administrative matters related to the EBRD status and such matters as registration, visa, VAT and others.

The role organises and coordinates efficient logistical and operational support to the regular Bank visits/missions to the RO/country, including the President, First VP, BCV, other senior management visits.

Accountabilities & Responsibilities

Administration, Property and Office Management

Co-ordinate regular maintenance of the office: office inventory; office supplies and equipment, vehicles.

Liaise with the landlord in conjunction with the Head of Office and Administrative Services over lease, office moves, refurbishment and regular maintenance issues.

Coordinate any RO security and medical issues with the Head of Health and Safety Unit, HQ.

Together with the relevant HQ units and Head of RO, procure and manage purchases and disposals; manage service contracts, insurance policies, utilities etc.

Coordinate external providers to ensure good quality work in a timely manner.

Act as HR co-ordinator: make arrangements for the registration process with the Ministry for Foreign Affairs, accreditation issues of the non-local staff and their families; sick leave records, updating of contacts for medical insurances; recording sickness records and reporting to HR as appropriate

Act as IT co-ordinator: arrange workstations (desks, PCs, desk phones) for RO newcomers, desks allocation for RO visitors provide assistance to RO and visiting staff; coordinate with HQ IT department and RO IT specialists located in region, assist staff with IT/technical issues related to the equipment operation (audio/video calls), and familiarise staff with IT policies

Act as a local security focal point, prepare regular updates to the Business Continuity Plan for the RO and participate in UN Security Plan events.

Coordinate with EBRD Publication Desk, ordering published materials and other marketing materials to be distributed locally including processing of import documentation.

Implement RO archiving procedures according to Records Management and Archives Unit requirements.

Champion and role model the Bank’s Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.

Accounting and Finance

Prepare annual budget proposal and mid-year budget for review / discussion with the Head of Office and with the Business Group Senior Budget Officer and p rovide monthly budget status for the Head of Office’s approval. Monitor the RO budget on a regular basis and do a d-hoc budget status checks for available funds for RO budget purchases.

Process and validate expense claims and all other SAP transactions of the RO, including the regular reconciliation of the traveller’s RO Corporate credit cards.

Handling of the RO accounts; approving Nostro/cash payments within his/her own limit, executing Bank transfers; handling monthly petty cash reconciliations, while ensuring the necessary segregation of related duties in the RO, reviewing and paying local suppliers’ invoices.

Timely reporting to HQ Nostro Control and Requesting funds transfer for RO cost centres from HQ.

Staff Supervision

Where designated, ensure effective supervision of the OTE and General Services staff including coordination of their workload, keeping track of overtime and providing on-the-job-training.

As requested provide input for annual objectives setting and performance feedback, monitoring of workload and on-the-job training.

Administrative support to the Head of RO and/or other Bankers

As required, provide overall administrative support to the Head of Office and (if applicable, other Bankers).

Drafting official letters and relevant administrative correspondence for review by RO Head.

Knowledge, Skills, Experience & Qualifications

Previous experience in senior administrative/accounting function (including in supervisory capacity) in an international or a leading local company is preferable

Ability to work independently and on own initiative on day to day basis

Strong organisational skills, demonstrated ability to prioritise

Strong communication skills, including ability to communicate confidently and assertively

Excellent interpersonal skills

Ability to cope well and remain calm under pressure

Ability to handle highly confidential and sensitive issues

Reliable and flexible with professional manner

Impeccable behaviour towards clients and co-workers

Diligent with high degree of integrity

Ability to complete tasks in a timely manner, meeting deadlines, attention to details

Very good written and spoken command of English.

How to apply

Interested and qualified? Go to European Bank for Reconstruction and Development on jobs.ebrd.com to apply

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