Senior Executive Assistant

Description

Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

The World Bank Country Office in Tanzania is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as a Senior Executive Assistant in the Office of the Country Director Tanzania, Malawi, Zambia, and Zimbabwe (AECE1) based in Dar es Salaam, Tanzania. The Senior Executive Assistant reports directly to the Country Director (CD) and is an essential member of a fast-paced and busy country office. The incumbent is responsible for providing the full range of support to the Country Director and the Country Management Unit (CMU), with the highest level of professionalism, diplomacy, tact and discretion.  The Country Director is based in the World Bank Office in Dar es Salaam and works with a core country team working out of Headquarters, Country Offices in Tanzania,  Malawi, Zambia, and Zimbabwe.  Currently there is a total of approximately 165 staff, based in Dar es Salaam working for both the Country Management Unit and the various Global Practice Units.

Roles & Responsibilities:

The Senior Executive Assistant will be a key member of the Country Management Unit, and she/he will be a member of the country management leadership team.  The responsibilities of the selected candidate will include:

1. Managing the Country Director’s Office 

• Manages the Country Director’s schedule; organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondence and messages to the CD, independently responding to extensive and diverse inquiries, liaising with others in the CMU, including Washington and making independent decisions when multiple courses of actions are required. Monitors and follows up on issues related to the Country Director’s function and ensures that relevant staff members are informed. Handles sensitive and confidential information. Ensures timely submission and review of briefing materials and appropriate follow-up actions, making sure materials are presented to the Country Director for review prior to meetings. 
• Initiates and coordinates all aspects of the CD’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs of the Country Director while on mission. 
• Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the Country Director’s signature. 
• Provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data and independently respond to diverse inquiries and make decisions when multiple courses of action are possible. 
• Establishes and maintains relevant files and databases for the CMU. 
• Ensures the quality and timeliness of information emanating from the front office; independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary. 

2. Representation and Liaison 

• Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. Provides follow-up on required actions and monitors compliance. Responds to diverse inquiries and makes decisions when multiple courses of action are possible. Establishes and maintains an effective network of contacts with Government officials at the highest level. 
• Provides guidance, leadership and direction within the CMU to facilitate a changing work environment and a strong communication flow among virtual teams. Coordinates with the Malawi, Zambia and Zimbabwe Executive Assistants and Washington based staff (Anchor Unit and GP EAs and Office Administrators on a regular basis, , assuring smooth functioning of the Country Office (CO) Front Office. Interacts with an extensive network of contacts at the most senior level (both internal and external) and exercise judgment, tact and discretion in answering and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters. Maintains an effective network with the Client to ensure effective cooperation in support of CO and Bank program needs. 
• Independently organizes high level events such as client and donor meetings and workshops and high-level visits. 

3. Leadership of the Administrative Client Support (ACS) staff 

• Assumes responsibility for the overall quality of delivery, organization and coordination of office administrative support work. Responsible for maintaining overview of the ACS work program and workload by collaborating and coordinating with task team members on staffing, scheduling and resolving work priorities. Works closely with the Operations Manager, the Program Leaders and the Senior Human Resources Business Partner (S-HRBP) based in Kenya to interview, select, coach and mentor CO ACS and participates in decisions related to staffing and performance of the ACS mapped to AECE1. 
• Acts as a role model, promoting collaboration, quality work and development of team members. Works with the ACS and CO staff to anticipate and resolve a variety of conflict situations. Plays a significant leadership role with respect to all issues related to ACS staff in the CMU and in the region, including participating in cross-regional and institutional activities. 
• Ensures the smooth operation of the office support work and related systems by assuming primary responsibility for organizing and coordinating workflow and for overall administration and supervision of the ACS team. This includes coordination and monitoring of multiple and diverse work processes and activities to ensure that management decisions and directives are properly carried forward. Plays a significant role in identifying and addressing issues pertaining to ACS and their work within the country office. She/he is expected to provide guidance, leadership, and direction to facilitate a forward-thinking work environment, to be proactive in resolving challenges in a productive way, and to promote knowledge-sharing among the ACS. 
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• Assesses and evaluates the training needs for ACS staff in the CO, through the information and Learning Plans, and coordinates with other stakeholders as appropriate. 
• Manages the day-to-day ACS work program/performance issues in consultation with the Operations Manager. Coordinates regular ACS team meetings. Provides guidance and feedback to ACS staff as co-supervisor including input to their Performance Evaluations Plays a significant leadership role with respect to all issues related to ACS. Participate in the ACS cross-regional initiatives as well as in institutional/corporate activities outside the CMU. 

4. Country Office Front Office 

• Ensures effective operation of the CD's Front Office, correspondence flow and specifically SharePoint/Records management. Works closely with and supports the CMU operations team as needed. 
• As an integral member of the CMU, coordinate the CD’s Front Office with the IFC Regional Director’s Front Office based in Kenya on matters of common interest and collaboration. 

5. Outreach work 

• She/he will be the focal point person for regional and institutional activities involving level GA to GD staff in the CMU. 
• She/he will be the liaison person with Washington unit and the country department.

Selection Criteria 

• 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 effectives. 
• 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 catalyze 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. 
  
  

Selection Criteria 

• Minimum Education: High School diploma. Preferably Bachelor’s degree in business administration or social sciences will have an advantage or equivalent combination of education and experience. 
• Minimum of seven years of direct relevant experience. 
• Extensive and diverse experience, and in-depth knowledge of the full range of Bank Group processes, policies and procedures 
• Experience in dealing with senior officials both within and outside the Bank, previous experience or exposure as an Executive Assistant is an advantage. 
• Strong oral and written communication skills including ability to draft and edit a variety of correspondence and ensure quality of written outputs for clarity of message. Ability to draft correspondence on a range of topics and ensure quality of documents requiring approval and/or signature 
• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion. 
• Strong organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines. 
• Demonstrated ability to ensure total discretion, confidentiality and strong personal ethics. 
• Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure. 
• In addition to a proven track record in areas such as judgment, reliability, resourcefulness and flexibility, it is important that the candidate have a positive attitude, be a self-starter and maintain composure under stressful situations. 
• Ability to coach and mentor junior ACS staff. 
• Ability to create a positive and cohesive team environment within the Country Office and in dealing with the other units in the country department. 
• Expert use of all relevant computer software using advanced functions on Bank standard computer applications, in particular: MS Office, SAP etc. 
• Effective analytical, research, innovative and problem-solving skills. 
• High degree of independence, motivation, initiative and reliability. 
• Flexibility and willingness to adjust scope of responsibilities. 
• Flexibility with working hours and willingness to work overtime.