The World Bank Office in Uzbekistan is looking for a highly organized, energized and experienced person capable of operating effectively in a very demanding fast-paced environment, to serve as Executive Assistant, providing administrative and logistical support to the Country Manager, who is the head of the office in Tashkent, and contributing to representation and liaison with government clients, civil society and other development partners. The Executive Assistant is also expected to provide administrative and operational support to selected Global Technical Practice teams delivering financial and technical assistance to Uzbekistan.
The Uzbekistan Office is part of the five-country Central Asia Country Unit (ECCCA) comprising a diverse set of countries: Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan. The five countries cover an area of about 4 million km2 (slightly smaller than the European Union), inhabited by over 60 million people. The ECCCA regional hub in Almaty (Central Asia Regional Office – CARO) is led by a Regional Director who is responsible for the work program in all five country units.
Roles & Responsibilities:
Administrative and Logistical Support to Country Manager:
Manages the Country Manager’s schedule; organizes and coordinates relevant briefing or background material for meetings. 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.
Initiates and coordinates all aspects of the Country Manager’s travel schedule (i.e., ticket and hotel reservations, visa requests, etc.).
Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the Country Manager’s signature. Prepares minutes of meetings, as required.
Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.
Handles any other tasks that may arise. Uses desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
Organize and maintain effective document monitoring, tracking, filing and retrieval system for the CMU team.
Representation and Liaison:
Undertakes representational duties on behalf of Country Manager, to include serving as first point of contact for the office. 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 and donor partners at the highest level.
Interacts with an extensive network of contacts at the most senior level in Uzbekistan and exercises 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 cooperation with the Clients in support of Country Office and Bank program needs.
Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
Independently organizes high level events such as client and donor meetings and workshops, and leads the preparation of high level visits.
Provides guidance, leadership and direction within the ECCCA Country Management Unit (CMU) to facilitate a strong communication flow among CMU teams. Coordinates with the (Sr.) Executive Assistant and Country Program Assistants based in CARO (Almaty) and the ECCCA Anchor Office, based in Washington, D.C. on a regular basis, assuring smooth functioning of the Country Office.
Coordinates and liaises with the ECA VP front office, based in Washington D.C., as needed to ensure the smooth handling of business and communication between the CO and the ECA VP team.
Administrative and Operational Support:
Provides support for preparation and implementation of Bank projects, as assigned by the head of office, according to Bank procedures.
Provides administrative, logistical and operational support to Tashkent-based and visiting teams from headquarters and other World Bank offices.
Arranges working schedule and meetings with counterparts for the visiting teams in coordination with government counterparts and other external partners.
Drafts and formats a variety of standard project-related operational correspondence and documents, including minutes of meetings and visits.
Ensures timely submission for operational documents and correspondence clearance and distribution, as well as adherence to departmental, VPU and institutional and operational guidelines and procedures.
Incorporates agreed comments into documents, making full use of shared drives and software capabilities. Uses regularly word processing, spreadsheets, powerpoint or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
Maintains, retrieves, manipulates and present project related data.
Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, travel, etc. with the participation of government representatives and external partners such as representatives of project beneficiaries, academia, non-governmental organizations, private sector and international organizations.
Maintains up-to-date work unit project and other files.
Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English.
Selection Criteria:
Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft Office 365 (Excel, PowerPoint, Word, Outlook etc.). Has ability and willingness to maintain up-to-date knowledge and skills, and coach less experienced staff on relevant technology and systems.
Project and task management – Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
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 flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
Client Orientation - Exhibits good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally; is able to maintain confidentiality when appropriate.
Drive for Results - Able to take 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;
Learning, knowledge sharing and communication - Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
Business judgment and analytical decision making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
Education/Experience:
Minimum Years of Direct Relevant Experience: 5 years
BA/BSc with basic quantitative analytical skills or equivalent combination of education and experience.
Previous experience in multicultural environment is an advantage.
Strong English and Russian language skills (verbal and written). Uzbek language skills would be an advantage.
