Administration Office Assistant

World Bank Group

Luanda, Angola

Experience: 0 to 3 Years

Skill Required: HR and Admin

The World Bank, the leading multi-lateral institution in global economic development, is currently recruiting a receptionist for an initial period of 2 years to provide professional reception and administrative support services to the organization. S/he will be required to work on multiple concurrent tasks with constant interruption without losing concentration or attention to detail. S/he must be able to deal with emergency situations in a calm, efficient and prompt manner, showing an excellent sense of initiative and discretion.  The Receptionist will be recruited locally and based in the World Bank office in Luanda, Angola. For day-to-day assignments and responsibilities, S/He reports to the Senior Executive Assistant based in the Country Office.
Roles & Responsibility: 

  • The selected candidate must be dynamic and organized to fill the full-time Office Assistant position role. This is a two-years Term position. The Office Assistant will work in the reception area of the office and will work closely with all staff members and visitors. S/he will provide support to the Luanda Country Office by maintaining an effective, smooth interface between the Country Office and the external community.  
  • Provide professional reception and administrative support services to the organization.
  • Handle the reception desk and perform basic office functions such as welcoming visitors, guide and provide appropriate information, sort, and distribute incoming mails, answer telephones, assist in maintaining unit files in WBDocs, photocopying, assist with coordination of transport, manage office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mails and follow-on outgoing mails.
  • Work on multiple concurrent tasks with constant interruption with focus and attention to detail. 
  • Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
  • Provide a first point of contact in the Country Office. Maintain a neat and tidy appearance of reception and waiting area.
  • Serve the reception area:  Identify and admit all visitors arriving at the reception desk according to security instructions and provide support and direction as needed. 
  • Operate the Country Office’s telephone switchboard: answer telephones and re-direct calls as required, pre-screen calls, take urgent messages and forward them to staff in a prompt and timely manner, respond to routine inquiries and/ or re-direct them to appropriate staff, place outgoing long-distance calls if requested. Answer routine queries from outside clients/visitors and provide them with necessary information.
  • Able to draft memos and letters and to format letters.
  • Ensure that security measures are appropriately followed.  Report any inconsistency to the security team. 
  • Maintain an up-to-date Emergency Contact List for the Country Office.
  • Maintain an up-to-date database of Government Officials, Donors, UN agencies, Non- Government Organizations and other institutions and persons regularly associated with the work of the Country Office.
  • Ensure that any mail addressed to the Country Office is properly registered and reaches to concerned persons as quickly as possible.
  • Ensure that incoming pouches are opened, mail date stamped and channeled to the Front Office as quickly as possible. Maintain a good file of airway bills for pouch delivery. Also, to be responsible of outgoing pouch.
  • Arrange a timely distribution of incoming and outgoing mails from/to the Bank clients as well as internal recipients; record official letter dispatches by keeping a detailed log.
  • Coordinate with the drivers and other team members to ensure an efficient follow-up of staff movements to and from in-town meetings.
  • Assist in preparing short documents, memos, letters, faxes and electronic applying basic computer skills.
  • Maintain/update regularly a data base of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
  • Backs-up other team members in routine office functions, as required and especially Share point.
  • Manage the office access system for visitors and meetings.
  • In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
  • Provide general office support as required and assigned to ensure the smooth functioning of the Country Office.
  • Perform any other task assigned by the Country Manager and/or supervisor.

Selection Criteria:

  • Possess at least high school diploma, College degree in administration, secretariat, business administration with 1 year of experience, preferably in a similar position or combination of both education and experience.
  • Prior experience in a similar Receptionist/office assistant role; experience in a client service function in a multi-cultural environment would be a plus.
  • Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary setting within a matrix management and ability to interact professionally at all levels.
  • Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.  
  • Project and task management – Attention to detail and ability to organize own work and complete assigned tasks within agreed timelines; and seeks guidance in organizing non - routine tasks.  
  • Institutional policies, processes, and procedures - Displays basic awareness of WB structure and demonstrate basic understanding and application of Bank Policies and Procedures.  
  • Flexibility and adaptability - Demonstrates ability and willingness to learn.  
  • Client Orientation - Demonstrates positive attitude towards clients and able to maintain relationships.
  • Drive for Results - Takes personal ownership/accountability to meet deadlines and achieve set goals.   
  • 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 - Demonstrates tact and judgment, good listening, and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.