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Background and General Description
The World Bank Côte D’Ivoire Country Office is looking for a highly organized, energized and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as an Executive Assistant (EA). The EA will be under direct supervision of the Country Director (CD) and Operations Manager (OM) who are responsible for her/his technical and professional development and performance evaluation. The EA assumes the leadership role of the Côte d’Ivoire Country Office Administrative and Client Support (ACS) team. (S)He will provide administrative and client support to CD and OM. The job implies frequent interaction with other institutional units, including WBG Senior Management, staff in other locations (locally and internationally), Government officials, consultants and external organizations.
Duties and Accountabilities
The Senior Executive Assistant’s duties and accountabilities include, but are not limited to, the following:
Assistance to the Country Director and Operations Manager
- Works with the highest level of discretion in providing wide-ranging executive assistance support to the Country Director and Operations Manager.
- Fully responsible for time management and scheduling on behalf of the Country Director and Operations Manager, to include effective prioritizing and resolving related conflicts and competing demands.
- Undertakes representational duties on behalf of the Country Director and Operations Manager, 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 Côte d’Ivoire.
- Establishes and maintains an effective network of contacts to ensure effective liaison in support of the Country Director and Operations Manager’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 and Operations Manager’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 Operations Manager 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 system, assuming primary responsibility for organizing and coordinating workflow.
- Supervises the ACS staff including coaching and mentoring, and provides primary input to their performance assessments.
- 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 and across Bank Group offices in AWCF2, 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 be holding a Bachelor preferably in Administrative Studies or Office Management, or other relevant qualification; with at least 7 years of direct relevant experience in a large International or Service or Private Sector 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.
- 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.
- Excellent interpersonal skills in order to deal tactfully and effectively with internal/external contacts at all levels.
- 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 work effectively in a team-oriented, multi-cultural environment and to function effectively as a member of various groups.
- 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.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
