Executive Assistant

The World Bank, Port-au-prince, Haiti

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
18th August, 2016

Job Description

Duties and Accountabilities:
• The primary responsibilities of the Executive Assistant will be to provide comprehensive administrative and proactive executive support to the Country Director and other members of the CMU based in Port-au-Prince. 
• The Executive Assistant will be expected to create a positive and cohesive work environment, and ensure the smooth and efficient operation of the office.
Specifically, s/he will be responsible for the following:
Time Management and Executive Assistant Support:
• Work with a high level of discretion in providing wide-ranging executive assistance in setting and managing priorities and the work flow of the Country Director.
• Coordinate the Country Director's schedule of meetings and appointments to ensure effective time management; screen, track, prioritize and follow-up all incoming email and documents, preparing responses as requested.
• Ensure relevant documents and papers are available for meetings, deadlines are met, and documents requiring signature are of high quality and adhere to administrative and operational guidelines.
• Prioritize and channel telephone calls and mail; monitor and follow-up on issues and priorities, ensuring that appropriate consultations take place.
• Attend meetings as necessary and ensure appropriate follow-up.
• Initiate and coordinate travel arrangements.
Representation Contacts and Liaison:
• As the first line contact with an extensive network of contacts at the most senior level both internal and external visitors callers and dignitaries, the Executive Assistant will be expected to exercise judgment, tact and discretion in answering and or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters, making decisions when multiple courses of action are possible.
• Establish and maintain an effective network of contacts both inside and outside the Front Office to ensure effective liaison in support of office needs.
Office Coordination:
• Accountable for the smooth operation of office support work and related procedures within the CO.
• Plays a leadership role in planning, organizing, coordinating and monitoring the flow of unit/department’s work program.
• Coordinates seamlessly with the Sr. Executive Assistant based in headquarters regarding all aspects of scheduling and work programming.
• Also acts as a conduit between management and other staff and ensures flow of communications within the office.
• Establishes, builds and maintains an effective network of contacts with government officials, donors, civil society, academia, business, HQ, and other country offices.
• Oversees TRS/LARS coordination. 
Overall Coordination of ACS workflow:
• Assigns work to ACS in coordination with Country Director to even out the workload across teams and ensure coverage and to adjust staffing levels during major events or peak periods.
• Oversees ACS staff including coaching, training and mentoring.
• Participates in the ACS staffing discussions.
• Provides overall guidance and feedback to ACS staff as part of the Performance Management process as well as input as a mandatory Other Reviewer.
• Coordinates with Management and ACS RLT Learning Coordinator on available learning resources.
• Oversees overall training needs for ACS Staff in the Country Office, through the information in Learning Plans agreed by OPE Supervisors and ACS staff.
Country Office HR Administration:
• Under the guidance of the HQ HR team, support the timely implementation of HR processes in the Country Office.
• Coordinates logistics for recruitment and appointment of all local hires.
• Participates in the recruitment and selection of all ACS, including organizing short listing and interview panels.
• Provides orientation and guidance for new locally recruited staff.
• Coordinates logistics for the Performance Management process for the Country Office.
• Coordinates the Relocation and on boarding of International Staff (working in partnership with Global Mobility Center).  This includes providing necessary information orientation on benefits and office organization. Orients new staff regarding the Country Office’s administrative tasks and work guidelines.
• Provides logistical support for staff leaving the office, in accordance with exit procedures.
Institutional and Regional responsibilities:
• Actively participates as a member of the ACS RLT in implementing regional ACS initiatives.
• Organizes and/or coordinates major events and learning programs (conferences, workshops, donor meetings, retreats and training programs).
• Participates in the LCR ACS cross-regional initiatives.
• Participates in institutional/corporate activities outside the Country Office.
• Other duties as applicable.
Selection Criteria
• High School diploma and a minimum of seven years of relevant experience with the proven ability to provide superior executive assistance to a manager level staff.
• Judgment, diplomacy, and discretion in dealing with contacts at all levels, and in handling confidential and sensitive matters.
• Outstanding verbal communication both in English and French, and interpersonal skills with an extensive network of contacts at senior levels, and demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact and diplomacy.
How To Apply:
• If you are Interested kindly use the following link to apply: http://web.worldbank.org/external/default/main?pagePK=8454041&piPK=8454059&theSitePK=8453353&JobNo=161812&contentMDK=23158967&order=descending&sortBy=job-req-num&location=ALL&menuPK=8453611&JobType=Administrative&JobGrade=GC

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