Administrative Assistant

Publiée le 07/08/2022

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Temps de travail

Client Description:

Purpose


The (Senior) Administrative Assistant will provide a full range of administrative services required to support the day-to-day work of the BPCM Division. S/he will focus in particular on procurement and budget administration, supporting the Budget Analyst.


Post environment and Operating Network


The Assistant will work closely with the Budget Analyst, report to the Head of Unit and collaborate with the other team members, having contacts mainly with SG Directorate’s departments and divisions and the Bank's central internal support services. The Coordination interfaces with all internal support services and provides local services in the areas of human resources, budget, IT, and general services (e.g. office spaces).

The job holder will be called to be very polyvalent and to flexibly contribute to a wide range of administrative, conceptual but also very operational tasks.


Responsibilities:

Accountabilities


The (Senior) Administrative Assistant will mainly provide administrative support to the Budget Analyst and play a polyvalent role within a small team. Its areas of work will be varied and composite, including:

• Support the Directorate's budget administration and procurement-related tasks (in PeopleSoft Financials; monitor and ensure handling of invoicing / cost recovery; interface with other secretariats, OCCO, Procurement, and the Administrative Expenses Unit)

• Register all budget related requests and actions in a log allowing to continuously monitor and control incoming requests and their execution

• Maintain an electronic / paper archive of all documents related to budget ad purchasing and support the reporting in this area whenever needed;

• Monitor the utilisation of compliance clearances and re-launch their renewal upon need

• Help the secretariats of the divisions collecting data on new suppliers, needed by Procurement for their recording

• Support the administration of Trainees, Contractors, Temps, Students

• Maintain and update SG budget procedures

• Upon need, provide general services of secretariat for the division


Candidate Profile:

Qualifications


• Certified secondary-level education. Certificate/diploma of complementary secretarial/administrative studies (at least 2 years) will be an advantage

• At least 3 years of relevant professional experience

• Knowledge of the Bank's administrative and operational procedures (particularly in the domain of internal support services) will be an asset.

• Thorough and excellent knowledge of the standard computer tools (Word, Excel, PowerPoint, internet editors, electronic document management and a documented experience as advanced Ms Excel user will be a distinctive advantage)

• Very good knowledge of English and French. Knowledge of other EU languages will be an advantage


Competencies


• Ability to work accurately, with attention to details and figures, being very reliable even under pressure

• Ability to cope efficiently with heavy workloads, meeting deadlines and ensuring fully-finished services

• High sense of responsibility, initiative, focus, and customer service

• High sense of integrity, discretion and confidentiality

• Excellent communication (oral and written), interpersonal and diplomatic skills

• Good analysis, problem solving, and organisational skills, with ability to establish priorities autonomously and to deliver finished products / services

• Flexibility and adaptability

• Attitude to teamwork


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