Job: Senior Executive Assistant

Location: Washington
Deadline: Sunday, 03 November 2013

Background / General description:

Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world's largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.

The Senior Executive Assistant (SEA) provides highly professional administrative and executive assistance to the office of the Executive Director (ED) representing Angola, Nigeria, and South Africa, and has responsibility for the overall organization, management and delivery of office support services for all staff members. The ED's office deals with all aspects of the Bank's work, interacts with Senior Bank Management and with other departments in the Bank, IFC, MIGA, as well as, ministries, governments, embassies and high level officials from the represented countries.

The Senior Executive Assistant reports directly to the Executive Director.

Note:

If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities:

• Provides the most comprehensive administrative and executive assistance to the Executive Director.
• Fully responsible for time management and scheduling on behalf of the Executive Director, including effective prioritizing and resolving related conflicts and competing demands.
• Undertakes representational duties on behalf of the Executive Director, including serving as first point of contact and liaison with clients and officials both inside and outside the World Bank Group.
• In addition to the day-to-day supervision and coordination of the Executive Director's office workflow, quality assurance (i.e., documents, processes, etc.), liaising with senior officials both inside and outside the Bank Group, and providing general research support, the incumbent is expected to provide guidance to staff at all levels and leadership to the office support staff, to facilitate a changing work environment, and plays a significant leadership role with respect to all issues related to ACS staff in the office.
• Provides primary or secondary input to subordinate OPEs, and works jointly with HR and the Corporate Secretariat on human resources issues.
• Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
• Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
• Coordinates and monitors multiple and diverse work processes and activities to ensure that decisions are properly carried out and products are delivered in a timely manner.
• Ensures quality of documents requiring the Executive Director's approval and/or signature.
• Keeps others informed by providing relevant information, reports or status updates.
• Routinely drafts/finalizes correspondence on a range of topics on behalf of the Executive Director and prepares minutes of meetings.
• Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature.
• Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across Bank Group offices.
• Prepares the documentation needed by the Executive Director for the various Board Meetings, Board Committee Meetings, retreats and operational travel.
• Keeps track of the tenure dates of staff in the Executive Director's office and assists the Executive Director with the administrative side of the recruitment and the advisors rotation process.
• Plans and organizes operational travel itineraries on behalf of the Executive Director, and processes the trip reports and representational expenses through SAP.
• Works proactively with the Senior Advisors and Advisors in planning and setting up a forward looking agenda for the Executive Director and the office.
• Prepares the program of meetings for the Executive Director and High Government officials at Ministerial Level during the Spring Meetings and Annual Meetings of the World Bank Group and the International Monetary Fund.
• Accompanies the Executive Director to the Annual Meetings when held in member countries (once in three years); gives administrative and logistical support to the Executive Director, to the delegations of the participating constituency countries.
• Organizes and coordinates activities in preparation of the Constituency Meeting and the Constituency Reception, including side events, as required.
• Takes care of the proper dissemination of documentation and relevant information to the Constituency Governors/Alternate Governors and respective constituency country authorities.

Selection Criteria:

Minimum Education/Experience:

• High school diploma with 7 years of relevant experience

Preferred Education/Experience:

• High school diploma with 7 years of experience or equivalent combination of education and experience

Required Competencies

• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects. Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.
• Institutional policies, processes, and procedures - Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
• Versatility and adaptability - Able to anticipate, facilitate and catalyse change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.
• Team Leadership (ACS) - Provides direction to the team, making changes to processes as needed to support progress. Encourages others to grow by providing guidance, stretch assignments, & learning opportunities. Plays an active role in the unit-wide leadership teams.
• Client Orientation - Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs.
• 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 research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor and guide, and organize learning activities within area of assigned responsibilities.
• Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work . Able to advice on information usage and storage, and policies in the area of assigned responsibilities.
  The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.
  
  
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