Senior Officer

Job Description

Requisition ID 34171 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Short Term Contract Length 06 months Posting End Date 10/01/2024 This position is initially advertised as a 6-month term, but the duration may be subject to change based on the length of the recruitment process Purpose of the JobThe SO assists the Director, AMPEM & Language Services in the day-to-day running of both units. The Senior Officer is responsible for organising all Annual Meeting logistic missions to host countries including travel, accommodation, visas, mission programme,local transport and interpreters, and works onsite at the Annual Meeting as part of the Event Management team. The SO is also responsible for organising all Regional Fora missions and travel for the actual event. The SO is responsible for the purchase anddistribution of corporate gifts, as well as the Board photograph. The SO is the IT coordinator for the AMPEM unit and, to some extent, OSG as a whole. The SO is the Information Management Coordinator for the AMPEM unit and acts as the HR coordinator for theAMPEM unit. Accountabilities and Responsibilities

• Assist and provide support to the Director, AMPEM & Language Services with day-to-day calendar, scheduling and coordination of meetings, preparation and drafting of general and official documents, emails; liaise with internal and external contacts; carryout ad hoc requests as required;
• Organise all AM logistic missions and reconnaissance visits to host countries for OSG, other Senior Bank staff travelling on AM missions and external consultants and, as such, book travel and accommodation, arrange visas, liaise with Ministries in the Hostcountry and the RO to organise the mission programme, including visits to local suppliers, local transport, interpreters, meeting room bookings and approve related expenses, in accordance with the AM budget;
• Organise all Regional Fora logistic missions for the AMPEM unit and, as such, book travel and accommodation, arrange visas, liaise with the Host country and the RO;
• Organise ad hoc trips for Unit members;
• Manage the purchase and distribution of corporate gifts;
• Manage the order of the Board photograph and, as such, liaise with the photographer, framing company and the Communications department and ensure its distribution to Board Members and Senior Management;
• When required, cover for the Analyst, Event Management, in the day-to-day running", using Pegasus for room bookings and liaise with catering services, technicians and MRAs as necessary;
• As the IT coordinator for the AMPEM unit and, to some extent, OSG as a whole, liaise with HR, IT, Telecoms and Administrative Services when hiring new staff members and make sure that everything is set up for their arrival, attend regular meetings;
• Manage and track the on-boarding process proactively, following up with IT and People Operations to ensure any bottlenecks are identified in a timely manner.
• Act as the HR coordinator for the AMPEM and LS unit, gathering Unit HR-related information (holiday, training, etc.), update call-out cascade and emergency contact details for the AMPEM unit;
• Provide administrative support to the AMPEM Unit, processing expenses, booking travel and taxis, ordering business cards and stationery, etc.;
• As Information Management Coordinator (IMC) for the AMPEM Unit, co-ordinate record management activities based on the official File Plan and Retention Schedule, train Unit staff in filing/archiving procedures as necessary and maintain the Unit filing, attendregular meetings;
• Write the training plan and onsite working scenario for Business Forum Room Managers, Meeting Room Attendants and Directional Staff at the Annual Meeting;
• Provide onsite training and management of Business Forum Room Managers, Meeting Room Attendants and Directional Staff at the Annual Meeting;
• Ensure onsite the coordination of Event Room Managers, providing back-up as necessary, and act as an Office Manager at the Annual Meeting;
• Research and prepare data on potential candidate countries and potential dates for future AMs;
• Arrange AM translations for the Unit and other units in the Bank, liaising with Language Services;

Budget and administrative tasks

• Assist the Budget Analyst in approving expenses in SAP, raising purchase orders and parked journals;

• Prepare presentations and other applicable documentation for the team for speaking/meeting engagements;
• Coordinate hotel/travel arrangements, itineraries, and produce expense claims relating to travel & hospitality;
• Draft routine business correspondence, edit & proof and obtain the relevant sign offs;
• Provide cover for other admin/secretarial staff in the team during absences;
• Where required, provide secretarial support, either additionally or as cover, as directed by the Line Manager.

Event Management

• Board/Top Management Retreat: contact venues to arrange recces;

• Board meetings: provide admission into meetings and set up Webex connections;
• Board photos: organise Board photos (book photographer and manage site visit). Liaise with editor in selecting/editing the photos. Set up an online system for managing and ordering Board photos in an automated way. Liaise with Executive Assistants to ExComMembers and Executive Assistants to Board Directors, informing them and providing support during the order process;
• Reconnaissance visits: organise visits for relevant team members to potential external venues for Board and Top Management Retreats, based on Event Managements shortlist;
• Corporate Gifts: research and order new stock, in line with the teams requirements, research new sustainable alternatives.

Logistics

• Annual meetings: assist with mission schedules.

Registration and Marketing

• AM Registration: assist with email responses and maintain the shared mailbox;

AM posters: source photos, liaise with printing company and organise photo framing. Knowledge, Skills, Experience and Qualifications

Experience organising travel and logistics for large groups;

Relevant professional experience in organising large-scale events;

Educated to degree level preferable but not essential;

Excellent organisational and administrative skills;

Computer literacy, including SAP, MS Excel, MS Word, Outlook and Internet; Accuracy and attention to detail essential and ability to