Officer, Documentation Office

European Bank for Reconstruction & Development

Purpose of the Job

The Officer is a member of the Pegasus Board secretariat and, in conjunction with the other Pegasus secretariats contributes to the distribution of official documents to the Board of Directors, Board of Governors and senior management. The role reports to the Senior Officer in the Documentation Office.

The Officer will assist other members of the Documentation Office team regarding the presentation and format of official board documents for distribution to the Board, document submission processes and procedures, deadlines for submission and relevant security classifications, referring more complex matters to the Documentation Office Manager where needed.

Accountabilities and Responsibilities 

• Supporting the Documentation Office team in their role of ensuring the efficient and secure distribution of documentation to the Board of Directors and senior management in accordance with the Bank's policies and procedures.
• Preparing board documentation for the review, where necessary, of the Documentation Office Senior Officer.
• Supporting the day-to-day administration of the Pegasus membership groups in accordance with the User Access Matrix and in accordance with the Bank's Information Security Policy. 
• Monitoring and approving the Pegasus Joiners/Movers/Leavers process.
• Monitoring and approving the requests from Bank staff for Restricted Access to information. Assigning users to correct membership groups to control access to Restricted and Highly Restricted information within Pegasus.
• Monitoring and approving the requests from External Users in Capitals and assigning them to the correct membership groups.
• Acting as first point of contact for any issues with Pegasus access, and referring if appropriate, to IT ServiceDesk.
• Assisting BIA Advisers in their roles as Board and Committee secretariats, by advising and preparing document coversheets for review, compiling Board meeting attendance and running the Board Live Feed, if required.
• Recording and monitoring the Board Commitments List.
• Entering and distributing documents electronically via Pegasus
• Maintaining and updating board event information in the Board of Directors' Outlook calendars.
• Assisting with electronic distribution of documents to the Board of Governors prior to the Annual Meeting and assisting with administering the registration of delegates on Pegasus to enable access to relevant information for the Annual Meeting.
• Carrying out administrative tasks in the Documentation Office including, compiling statistics, and running reports from Pegasus for input into the department's key performance indicators.
• Providing cover for the Documentation Office when others are out of the office.

Knowledge, Skills, Experience and Qualifications 

• Excellent organisational/administrative skills and good communication skills
• Able to prioritise, show initiative and work independently on a day-to-day basis
• Computer literate: Microsoft Outlook, Word, Excel, Powerpoint, Adobe Acrobat, Pegasus,
• Excellent English, both written and spoken. Good attention to detail
• Ability to cope well under pressure and to deal with a high volume of work
• Ability to work efficiently as part of a team with ability to build effective working relationships with clients and colleagues in a multicultural environment.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data

What is it like to work at the EBRD?

Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in. 

The EBRD environment provides you with:

• Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in;
• A working culture that embraces inclusion and celebrates diversity;
• An environment that places sustainability, equality and digital transformation at the heart of what we do.

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 and expecting our employee to attend the office 50% of their working time.

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Sector: Nonprofit/Community/Social Services/International Cooperation

Role: Other

Working hours (%): 80-100%

Job type: Staff (Permanent and Fixed Term)