The candidate provides general administrative assistance to the Division, including assistance to the Heads of Office where needed. The candidate manages telephone coverage, mail/ document distribution, diary scheduling. He acts as Helpdesk Travel Authorisations (TA) and assists newly recruited temporary staff in the external offices in creating Travel Authorisations. He organises the missions of Heads of Office, who have no Office Assistant and for the Team in Luxembourg and monitors the requests for business cards, conference forms for the whole division. He assists in the preparation and planning for various events (e.g. organising meetings, presentations,seminars, conferences, travel).
He drafts/finalises correspondence on various topics on behalf of manager, attends meetings and drafts Minutes. He organises filing systems both electronic and on paper and ensures effective and accurate filing of all.
electronic and hard copy documents and other information for easy access and retrieval. He prepares letters and other documents and organises appropriate approvals and signatures. He cooperates with the other secretaries and members of the Department; contributes to a good working atmosphere within the division and the Department in order to facilitate the timely implementation of tasks, smooths flow of information and achievement of objectives.
He manages the office supply.
The candidate has a secondary level education, completed with a 2 year certification in a relevant field or secondary level education with equally qualified experience in a relevant field. He has minimum of 3 years' experience as an assistant in a secretarial or operational position in a relevant field. He has good understanding of the Bank's operating methods and its procedures will be considered as an asset. He has some knowledge of the Bank's standard office tools and experience in the use of software applications/databases (Word, Excel, PowerPoint). Knowledge of PeopleSoft would be an advantage.
He has excellent verbal and written English language skills and a good command of French language.