Requisition ID                                35563

Office Country                               Kosovo

Office City                                      Pristina

Division                                          Banking Countries of Operations 

Contract Type                               Short Term

Contract Length                           12 months 

Posting End Date                         13/04/2025

Purpose of Job:                        

The Analyst, Office Manager, is responsible for the overall administrative operations of the Bank’s Resident Office in Kosovo and support of the Head of Office in managing the office, including effective implementation of administrative procedures and processes, ensuring that the Resident Office provides an efficient and well managed working environment for the staff and visitors. The Analyst, OM, interfaces with counterparts and management within the Banking Department and other relevant departments.

Accountabilities & Responsibilities:

Administration, Property and Office Management

• Co-ordinate regular maintenance of the office: office inventory; office supplies and equipment, vehicles.
• Liaise with the landlord in conjunction with the Head of Office and Administrative Services over lease, office moves, refurbishment and regular maintenance issues.
• Coordinate any RO security and medical issues with the Head of Health and Safety Unit, HQ.
• Together with the relevant HQ units and Head of RO, procure and manage purchases and oversee disposals; manage service contracts, insurance policies, utilities etc.
• Coordinate external providers to ensure good quality work in a timely manner.
• Act as HR co-ordinator: make arrangements for the registration process with the Ministry for Foreign Affairs, accreditation issues of the non-local staff and their families;,
• Overall responsibility for office IT Coordination, work with the assistant-IT coordinator to make sure that the RO is well set-up, and attend regular meetings with relevant teams.
• Act as a local security focal point, prepare regular updates to the Business Continuity Plan for the RO, participate in UN Security Plan events, use Bank alert systems such as Everbridge
• Champion and role model the Bank’s Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.

Accounting and Finance

• Regularly monitor budget expenditure, procurement of goods and provide monthly budget status for the Head of Office’s approval. Do ad-hoc budget status checks for available funds for RO budget purchases.
• Process and validate expense claims and all other SAP transactions of the RO, including the regular reconciliation of the traveller’s RO Corporate credit cards.
• Handling of the RO accounts; approving Nostro/cash payments within his/her own limit, executing Bank transfers;, while ensuring the necessary segregation of related duties in the RO, reviewing and paying local suppliers’ invoices.
• Timely reporting to HQ Nostro Control and Requesting funds transfer for RO cost centres from HQ.

Staff Supervision

• Where designated, ensure effective supervision of the admin and logistics staff including coordination of their workload, keeping track of overtime and providing on-the-job-training.
• As requested provide input for annual objectives setting and performance feedback, monitoring of workload and on-the-job training.
• Administrative support to the Head of RO
• As required, provide overall office administration support to the Head of Office Drafting official letters and relevant administrative correspondence for review by RO Head.

Knowledge, Skills, Experience & Qualifications:

• Previous experience in senior administrative/accounting function (including in supervisory capacity) in an international or a leading local company is preferable
• Experience in SAP accounting & budget business application
• Ability to work independently and on own initiative on day to day basis
• Strong organisational skills,  demonstrated ability to prioritise
• Strong communication skills, including ability to communicate confidently and assertively
• Excellent interpersonal skills
• Ability to cope well and remain calm under pressure
• Ability to handle highly confidential and sensitive issues
• Reliable and flexible with professional manner
• Impeccable behaviour towards clients and co-workers
• Diligent with high degree of integrity
• Ability to complete tasks in a timely manner, meeting deadlines, attention to details
• Very good written and spoken command of English.

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.

Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration).

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