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WORLD BANK – DRC
Location: Kinshasa, DRC Background / General description The World Bank Office in Kinshasa, Democratic Republic of Congo, is seeking a highly organized, energized and seasoned professional with excellent people skills, capable of operating effectively and discreetly in a very demanding fast-paced environment, to serve as the Senior Executive Assistant to the Country Director, AFCC2, and to lead and manage a team of administrative and client support (ACS) staff in the Country Office. The successful candidate will work closely with the Country Director for AFCC2 and interact with other members of the CMU and Washington D.C. S/he will 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. S/he will also be responsible for guiding and advising ACS staff in the country, and taking a lead coordination role within the front office as it pertains to supporting other offices within the CMU. The AFCC2 Country Management Unit (CMU) covers Democratic Republic of Congo (DRC) and Congo. The Country Director is based in the World Bank Office in Kinshasa, and works with a core country team working out of Headquarters, Country Offices and in Congo. Currently there is a total of 60 staff based in Kinshasa working for both the Country Management Unit and the various Sector Management Units, as the office provides support not only in DRC but also to neighboring country. Duties and Accountabilities The Senior Executive Assistant’s duties and accountabilities include, but are not limited to, the following: Assistance to the Country Director ? Works with the highest level of discretion in providing wide-ranging executive assistance support to the Country Director. ? Fully responsible for time management and scheduling on behalf of the Country Director, to include effective prioritizing and resolving related conflicts and competing demands. ? Undertakes representational duties on behalf of the Country Director, serving as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. This includes a wide variety of high level contacts in government offices, other international organizations, NGOs and the public sector in DRC. ? Establishes and maintains an effective network of contacts to ensure effective liaison in support of the Country Director’s priorities. ? Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible. ? Ensures quality of documents requiring the Country Director’s approval and/or signature. ? Drafts/finalizes correspondence on a range of topics on behalf of Director or equivalent manager and prepares minutes of meetings. ? Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature. ? Effectively provides general research support to the Country Director and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed. Management of a Team of Assistants ? Plays a leadership role with respect to all issues related to ACS staff, being accountable for the smooth operation of the office support work and related systems, assuming primary responsibility for organizing and coordinating workflow. ? Recruits, trains, oversees and mentors ACS staff effectively. ? 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). ? Reviews job posting/grading/selection/communication processes, and follows up on contract expirations, extensions, salary increases and other personnel actions. ?Accountable for the smooth operation of the office support work and related systems within VPU front office or equivalent organizational structure by assuming primary responsibility for organizing and coordinating workflow and oversee ACS staff. Provides primary or secondary input to subordinate OPEs. Coordination of Programs and Activities ? Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, liaising closely with the CMU’s anchor staff at Headquarters (in AFCCD) and across Bank Group offices in AFCC2, and beyond as needed. ? Coordinates and monitors multiple and diverse work processes and activities to support CMU management in ensuring that management decisions are properly carried out and products are delivered in a timely manner. ? Keeps others informed by providing relevant information, reports or status updates. Selection Criteria Among other criteria, the successful candidate should hold a minimum of high school diploma with at least 7 years of direct relevant experience in a large International Organization. • Proven ability to lead, coach and oversee administrative and client support staff • Thorough knowledge and application of World Bank or other international organization’s administrative and/or operational policies and procedures to ensure adherence to relevant guidelines and overall quality of outputs. • Thorough understanding, or the ability to quickly gain an understanding, of the country office business activities and overall objectives and understanding of the broader World Bank context in which it works. • Experience in the full range of World Bank or other international organization office support work, with a high level of sustained performance. • Extensive and diverse experience in more than one VPU or Country Program or across a range of different business areas and units preferred. • Thorough knowledge and use of all relevant computer software, including advanced functions of World Bank standard computer applications, such as Microsoft Office, Lotus Notes, Internet software, and the ability to help organize data and information retrieval systems. • Outstanding interpersonal skills and ability to interact with an extensive network of contacts at senior levels, both internally and externally, and demonstrated ability to respond and deal effectively with diverse situations that require good judgment, tact and diplomacy • Strong written and verbal communication skills in English and ability to draft correspondence on a range of topics; ensure quality of documents requiring Country Manager’s approval and/or signature. • Effective analytical, research and problem-solving skills. • Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in meeting constantly changing business needs with competing activities and demands, and to effectively serve both as team leader and team member. • Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally. • High degree of judgment and tact in handling the most sensitive, diverse and confidential material. • Ability to pass the required World Bank Group skills test. Electronic applications: For the full job description and selection criteria for this vacancy, qualified candidates are requested to visit and submit an electronic application at the World Bank careers website:www.worldbank.org/careers. . Once on the site, Click on > employment opportunities> Admin./Office Support > job number 121667. 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. Closing date is July 23, 2012. |
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