Associate, Board Support & Administration

Job Description

The purpose of this role is to ensure that each of the 23 Board Constituency Offices have all they need to run smoothly, meaning that the Board Directors, Alternate Director and Advisers can focus on discharging their duties to the institution in a positive and supportive manner.

The role has the following core responsibilities:

Management of the critical by-elections and rotations of Board Directors.
Oversee the budgetary arrangements for grant-funded Board Advisers.
Oversee delivery of personnel changes in terms of Board Directors, Alternates, Advisers and Interns.
Oversee the provision of on-going administrative support for the Board Constituency Offices.
Oversight of Board Travel and Expenses
Support the Director / Principal in relation to the EBRD’s Remuneration Committee.
Further ad hoc related duties and responsibilities.

Accountabilities & Responsibilities

The Associate, Board Support and Administration, has the following accountabilities and responsibilities:

Electoral responsibilities:

The Associate, with support from the Analyst (Institutional), manages the by-elections of Board Directors (i.e. when a Director leaves the Bank or there is a Constituency rotation). This is a critical role in the governance of the EBRD and includes (but is not limited to) the following:
Ensure all necessary political decisions are taken in good time.
Advise and guide shareholder Ministries and Board Constituency Offices on the requirements and processes for electing Directors during a by-election / rotation.
Prepare all correspondence and legal documentation.
Ensure assignment of votes is completed (as necessary).
Ensure requirements around communication, transparency and record-keeping are met / kept up-to-date.

Budget and funding arrangements:

The Associate manages the complex and politically sensitive arrangements and agreements with shareholder authorities in relation to the provision of Grant funding for Board Advisers. Supported by the Analyst (Finance), this includes (but is not limited to):

Providing advice and guidance to shareholder Ministries and Board Directors on budget matters, funding scenarios available, and all relevant rules, procedures and processes.
Oversee, manage and monitor compliance of the externally funded Grant budget (£2.43m approx.), with support from the Analyst (Finance).
Negotiate and finalise bespoke contribution agreements and Grant-funded employment contracts, with support from the Analyst (Finance).
Oversee invoicing and reimbursement provisions undertaken by the Analyst (Finance).

Constituency personnel changes and management:

The Associate oversees the personnel changes in each of the 23 Board Offices (some 60-90 arrivals and departures per year) with support from the Analyst (Institutional), which includes (but is not limited to):

Oversee the drafting and preparation of terms and conditions for all new Board Officials.
Briefing incoming Board Officials on policies and procedures relating to their appointment,
Providing advice and guidance on all HR elements over the term of office of a member of the Board, with the support from the Analyst (Institutional).
Working collaboratively with HR Client Services and other departments to ensure that members of the Board receive a fast, accurate and high-quality service tailored to their individual circumstances.

On-going administrative support for Board Constituency Offices:

Alongside the Analyst (Finance), the Associate serves as a key point-of-contact for administrative and HR issues related to the smooth running of each of the 23 Board Constituency Offices. This includes (but is not limited to):
Providing advice and guidance to shareholder Ministries, incoming and current Board Officials and OSG senior management on Board HR policies and procedures, with support from the Analyst (Finance).
Advising Directors on bilateral arrangements between shareholders in multi-country Constituencies, to ensure commitments are understood by all parties.

Oversight of Board Travel & Expenses:

Manage the two Senior Officers who are responsible for checking, challenging and processing travel and expense claims from the Board of Directors. These Senior Officers also provide support on personnel changes and assist with ITC responsibilities.

Remuneration Committee:

The Associate supports the Director / Principal in the management of the EBRD Remuneration Committee (which considers the remuneration of Directors and Alternate Directors), which includes (but is not limited to):
Assisting with the annual appointment process of RemCom members.
Providing support to the briefing of the Board of Governors Chair (as RemCom Chair) plus RemCom members on their role, authority, duties and decision points.
Budget planning sufficiently ahead of each Triennial Review.
In collaboration with HR, ensure employment of an external consultant who will assist with the review.
Collaborating with other IFIs (which have resident boards) to build a mutually supportive network (e.g. for benchmarking).

Other responsibilities:

Developing and maintaining relations with individual contacts in other IFI Secretariats;
Support the Director, BIA on Board Committee selection process, new members joining a Constituency, and change-of-name process.
Participating in the Board Induction Programme for new Directors and Alternate Directors.

Knowledge, Skills, Experience & Qualifications

Ability to work effectively and positively as part of the wider team.
Excellent organisational, prioritisation and administrative skills; the ability to multi-task under pressure, turning work around quickly and accurately within tight deadlines, is essential, as is a strong understanding of good process.
Demonstrated relevant experience in the ability to operate in an international, multi-cultural environment, and being able to build effective working relationships with stakeholders and colleagues.
Strong analytical skills with a focus on problem-solving and continuous improvement.
Ability to work autonomously using initiative and exercising sound judgement, taking responsibility for independent decisions and delivering an effective service.
A clear understanding of the Bank and its mission, as well as a demonstrable interest in learning about the functioning of the Board of Directors and the Board of Governors, including gaining a detailed knowledge of Bank procedures and policies.
Strong partnership, influencing, problem-solving and client-orientation skills to enable positive engagement with shareholders and colleagues throughout the Bank.
Presence, authority and tact handle sensitive and confidential personnel issues directly with Board members.
Ability to work autonomously using initiative and exercising sound judgement, taking responsibility for independent decisions.
Ability to draft succinctly and to edit documentation.
Self-motivated, hard-working and a strong level of commitment with the ability to prioritise effectively in an environment of rapidly changing requirements.
Knowledge of international financial institutions and their governance structures a distinct advantage.
A professional qualification in relevant discipline a distinct advantage.
Knowledge of another official EBRD language an asset.