The WBG recruits 01 Executive Assistant
Executive Assistant
Job #: req3489
Organization: World Bank
Sector: Administration/Office Support
Grade: GC
Term Duration: 2 years 0 months
Recruitment Type: Local Recruitment
Location: Cotonou, Benin
Required Language(s): English, French
Preferred Language(s):
Closing Date: 7/5/2019 (MM/DD/YYYY) at 11:59pm UTC
Description
Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2018, the WBG committed $67 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $24 billion was concessional finance to its poorest members. It is governed by 188-member countries and delivers services out of 120 offices with nearly 15,000 staff located globally.
The WBG consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into six client-facing Regional Vice-Presidencies, several corporate functions and thirteen Global Practices to bring best-in-class knowledge and solutions to regional and country clients.
Executive Assistants at this level typically provide the full range of executive support functions, to include administrative management and coordination, quality assurance (i.e., documents, processes, etc.), liaison with external officials and contacts, and general research and reference work. They may also be delegated a role in guiding and advising ACS staff in the department, and lead coordination role within the front office
Roles & Responsibility
•Fully responsible for time management and scheduling on behalf of the Country Manager. This will include effective prioritization and resolving related conflicts and competing demands.
•Works with the highest level of discretion in providing wide-ranging executive assistance support, setting priorities where necessary and managing the workflow of the Country Manager.
•Serves as the first point of contact and liaison with clients and officials both inside and outside the Bank.
•Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and timely delivery of products.
•Ensures quality of documents requiring CM’s approval and or signature
•Prepares minutes of Meetings
•Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/ teams
•Jointly accountable for the smooth operation of the office in conjunction with the RM and Senior Operations Officer to ensure effective workflow
•Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
•As unit’s first point of contact with HR, coordinates closely with HR colleagues on a range of issues, including internal/external recruitment of ACS staff (and in some instances consultants/temporary Staff), review of job posting/grading/selection •communication/processes, follow-up with TISC unit on contract expirations, extensions, salary increases and other personnel actions.
•Ensure wide adherence to administrative and operational guidelines.
•Responds to extensive and diverse inquiries and in consultation with senior officers, makes decisions when multiple courses of actions are possible.
•Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature.
•Establishes and maintains an effective network of contacts both inside and outside the CMU.
•Responsible for coaching and train other ACS staff.
Selection Criteria
•Bachelor’s degree or High school diploma with 5 years of experience or equivalent combination of education and experience.
Required Competencies:
• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people.
• Able to practically apply and guide others in policy application.
• Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Team Leadership (ACS) – Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• Client Orientation – Able to interact with clients with discretion and diplomacy. Demonstrates ability toresolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication – Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing.
• Business Judgment and Analytical Decision Making – Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.
The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.