JOB # : 162656
JOB TITLE : Executive Assistant
JOB FAMILY : Administration
JOB TYPE : Administrative
GRADE : GC
LOCATION : Brazzaville, Congo
RECRUITMENT TYPE : Local Hire
LANGUAGE REQUIREMENT : English [Essential] ; French [Essential]
CLOSING DATE : 12-Dec-2016
Background / General description :
We are seeking an Executive Assistant to be based in Brazzaville, Republic of Congo, to support the Country Manager.
The Executive Assistant will report directly to the Country Manager for Republic of Congo. She/he is an essential member of the team based in Republic of Congo. The incumbent is responsible for providing the full range of support to the Country Manager, assisting in the coordination with World Bank staff, country authorities and development partners. The incumbent will need to possess the highest level of professionalism, diplomacy, tact and discretion.
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 :
The EA’s duties and accountabilities include, but are not limited to, the following :
1) Support to the Country Manager :
• Manages schedule : Organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondence and messages, independently responding to extensive and diverse inquiries, liaising with others in the office and making independent decisions when multiple courses of actions are required. Monitors and follows up on issues related to the Country Manager’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 Manager.
• Initiates and coordinates all aspects of the CM’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs.
• Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the Country Manager’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 Country Office (CO). Ensure project documents are filed according to regional standard.
• Ensures the quality and timeliness of information emanating from the Front Office (FO) ; independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary.
• Ensure effective operation of the CO, correspondence flow and specifically WBdocs and Records Management. Works closely with, and supports the CO Operations Officer as needed.
2) Representation and Liaison :
• Provides guidance, leadership and direction within the CO to facilitate a changing work environment and a strong communication flow among virtual teams. Coordinates with the Republic of Congo and Democratic of Congo based Executive Assistants and Washington based staff (e.g., Country Management Unit (CPC and Program Assistant) and GPs’ staff) on a regular basis, assuring smooth functioning of the CO.
• Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. Interacts and maintains an effective network with the client to ensure effective cooperation in support of CO and Bank program needs.
• Exercise judgment, tact and discretion in responding and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters. Makes decisions when multiple courses of action are possible and provides follow-up on required actions and monitors compliance.
• Independently organize 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 Human Resources Business Partner (HRBP) based in Cote D’Ivoire to interview, select, coach and mentor CO ACS and participates in decisions related to staffing and performance of the ACS mapped staff.
• Act 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 CO, 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. Play a significant role in identifying and addressing issues pertaining to ACS and their work within the country office. S/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.
• Assess and evaluate the training needs for ACS staff in the CO, through the information and Learning Plans, and coordinates with the Learning Committee, the ACS Regional Leadership Team (RLT) Learning Committee as appropriate.
• Provide overall guidance and feedback to ACS staff by providing primary input to their Overall Performance Evaluation (OPEs). Play a significant leadership role with respect to all issues related to ACS. As part of the ACS RLT, participate in the AFR ACS cross-regional initiatives as well as in institutional/corporate activities outside the CO.
4) Country Office Management :
• Acts as TRS and LARS coordinator in the absence of the RMA.
• Serves as the focal point person for regional and institutional activities involving level GA to GC staff in the country office
Selection Criteria :
Minimum Education : Candidates with Bachelor’s degree in business administration or social sciences will have an advantage.
• Minimum of four 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 Word, Excel & PowerPoint, Outlook, SAP, Internet Explorer.
• 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.
Tasks and Workflow Management - Has good organizational skills, and the ability to work capably in a fast-paced, deadline oriented environment, managing multiple tasks within tight deadlines.
• HR Policy Knowledge and Application - Possesses basic understanding of HR employment life cycle, HR policies, processes and practices. Able to advise clients on basic HR related topics.
• Performance Management Support - Demonstrates basic understanding of the probation, confirmation and promotion related policies and processes. Prepares the unit specific timetable of the Performance Management process. Provides support to client learning events.
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands.
Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Team Leadership (ACS) - Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• 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 communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing.
• Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.