The World Bank is seeking to
recruit a highly qualified candidate for the position of Executive Assistant in
the Bissau (Guinea-Bissau) Office. The successful candidate will work closely
with the Country Manager for Guinea-Bissau and interact with other members of
the CMU and Washington D.C. You 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. You may also
be delegated a role in guiding and advising ACS staff in the country, and lead
coordination role within the front office.
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 1 year renewable term appointment.
• Fully
responsible for time management and scheduling on behalf of Manager, to include
effective prioritizing and resolving related conflicts and competing demands.
• Undertakes
representational duties on behalf of Manager, to include serving as first point
of contact and liaison with clients and officials both inside (including
coordination with country offices, etc.) and outside the Bank Group.
• 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
management decisions are properly carried out and products are delivered in a
timely manner.
• Ensures
quality of documents requiring Manager's approval and/or signature.
• Keeps
others informed by providing relevant information, reports or status updates.
• Drafts/finalizes
correspondence on a range of topics on behalf of Manager and 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/task forces, across Bank Group
offices.
• Accountable
for the smooth operation of the office support work and related systems within
the departmental or equivalent front office by assuming primary responsibility
for organizing and coordinating workflow.
• 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 the HR
Service Center (HRSSC) on contract expirations, extensions, salary increases
and other personnel actions.
• May be
delegated responsibility to recruit, coach and train other ACS staff.
Minimum Education:
High School diploma
Minimum Years of Relevant Experience: 5 years (internal candidates) and 7 years
(external candidates)
Thorough knowledge and application of Bank Group
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 departmental business activities and overall objectives
and understanding of the broader Bank context in which it works.
Experience in the full range of Bank office support
work, with a high level of sustained performance.
Thorough knowledge and use of all relevant computer
software, including advanced functions of Bank standard computer applications,
and the ability to help organize data and information retrieval systems.
Strong interpersonal and verbal communication skills in
order to deal tactfully and effectively with internal/external contacts at all
levels.
Effective analytical, research and problem-solving
skills.
Proven ability to work effectively in a team-oriented,
multi-cultural environment and to function effectively as a member of various
groups.
Strong written and verbal communication skills in
English, and other languages as required, and broad knowledge of substantive
functions and programs of VPU to draft correspondence on a range of topics and
ensure quality of documents requiring Director/manager's approval and/or
signature.
Ability to oversee the resolution of conflicting
demands.
Effective, proven skills in organizing, prioritizing,
scheduling, planning and coordinating work and other activities internally and
externally.
Ability to lead, coach and oversee ACS staff.
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