The candidate executes, in a continuous autonomous manner, standard and non-standard administrative tasks and provides support to the team members during the relevant stages of the mandate life cycle.
He coordinates phone calls as well as scheduling meetings, coordinating calendars, ensures a smooth communication flow between the division and its various stakeholders.
The candidate assists Mandate Officers by formatting, editing and proofreading documents (letters, notes, reports, graphs and presentations) as well as independently finalising, distributing and filing them.
Under the supervision of Mandate Officers, he performs preliminary checks/controls of compliance with reporting and monitoring requirements.
He executes appropriate scanning/filing/archiving of electronic (notably in GED) and paper documentation, as well as ensures data quality to enable easy accesses and retrieval of data/records.
He prepares regular and ad-hoc statistical reports for Mandate Officers within and/or outside the division.
The candidate initiates improvements and participate in the optimization of working methods, by notably contributing to filing systems and existing processes.
He assists in retrieving and preparing data following instructions by Mandate Officers for the supporting of preparation of evaluations, financial statements and audit engagements.
The candidate performs administrative tasks related to the relevant process(es), including audit, in order to maintain proper records/documentation and data quality (e.g. preparation and ensure filing of documents (GED), maintenance of databases, monitoring the contractual amendments, etc.).
He analyses the current state-of-play of the Mandate Management documentation repositories and document problems accordingly. Propose and coordinates concrete actions to ensure the correct maintenance of the documents and no deviations from the agreed process, in line with audit requirements.
He ensures integration and on-the-job training of more junior staff and new joiners, and relevant staff in other divisions/departments on related procedures.
He coordinates with other Administrative Assistants of the Department and those of the Bank more widely, contributing to a good team spirit and providing back-up in case of absences in the team
The candidate has a secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, accounting, economics, legal, etc.) or secondary level education with equally qualified experience in a relevant field.
He has at least 3 years of relevant professional experience.
He has solid knowledge of the main IT office tools (e.g. Word, Excel, PowerPoint) and applications, including Serapis and GED; good knowledge of BO would be a plus.
The candidate has a very good knowledge of English and a good knowledge of French Good knowledge of other EU languages would be an asset.