CCMDR department is seeking a highly motivated, well-organized Senior Executive Assistant (SEA) to ensure smooth operations of the Director’s office and the entire department through administrative and other support services. The EA should be able to work under minimal supervision and have excellent interpersonal and project management skills.
Duties and Accountabilities:
The SEA should have excellent interpersonal skills and sound judgment in dealing with high level external and internal contacts. As the first line of contact with an extensive network at the most senior level, the SEA is expected to always exercise tact and diplomacy in dealing with sensitive or highly confidential matters.
Screen, track, prioritize, and appropriately channel all inquiries, requests, and telephone calls to ensure timely attention to issues. Independently respond to extensive and diverse inquiries; make decisions when multiple courses of action are possible. Provide consistent and timely monitoring and follow-up on workflow to the Director.
Able to organize, coordinate, monitor and implement significant tasks and projects. Demonstrate ownership and accountability for results. Demonstrate innovation and creativity in executing tasks and be comfortable working with ambiguity.
Possess in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products and services of the WBG; capable of guiding others in complex situations within assigned area of functional responsibility.
Proficiency in latest technology relevant to assigned responsibilities. Demonstrate initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the department.
Independently prepare, coordinate, and monitor correspondence on behalf of the Director and ensure that relevant background materials are available for meetings and deadlines are met.
Handle the Director’s schedule including meetings, official functions and travel arrangements and arrange for briefing materials as necessary.
Oversee department-wide events such as retreats, seminars, conferences, regular department meetings, knowledge sharing events, etc.
Actively support departmental participation in corporate initiatives such as the Community Connections Campaign and volunteer for events.
Oversee the preparation and distribution of the monthly department Newsletter and lead the department meeting committee including preparing the agenda, seeking presenters, distributing relevant materials, etc.
Assist the Director and the Leadership team with submission of documents for IFC Senior Management and the Board of Directors as requested
Support all office space planning and equipment issues (e.g., new staff, office moves, space allocation, office reassignments, etc.).
Serve as the Onboarding Coordinator for the Department. Assist in the recruitment initiatives of the Department (particularly HQ-mapped positions); including but not limited to the preparation of interview schedules and panel materials for internal and external applicants.
Serve as the custodian of the department’s PCard, ensuring WBG procedures are followed including pre- approval of expenses by the Director, monthly reconciliations are prepared on time and supporting documentation is readily accessible to the Director for review. Liaise with SAP • Transaction Processors and/or with Corporate Procurement Office in processing Front Office and department purchase orders and expenses.
Maintain excellent working relations and a pleasant working environment with an extensive network of contacts, across functions (e.g., IT, HR) and the WBG.
Handle ad hoc duties as assigned by the Director.
Selection Criteria:
Minimum requirement is a High School Diploma – having a bachelor’s degree is a highly desirable.
Minimum of 7 years of relevant work experience or an equivalent combination of education and experience is required. At least 3 years of working experience in IFC.
Sound organizational skills and ability to prioritize and deliver assignments in a timely manner, often under severe time pressure.
Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Highest level of dependability and discretion, with proven experience in handling confidential information and in exercising sound judgment.
Professional demeanor, with a track record of service-orientation and respectful teamwork; also, outstanding personal leadership skills and comfort working with staff at all levels. Responsiveness to client needs and to feedback.
Proactive attitude, with a high degree of adaptability, resourcefulness, approachability, flexibility, and initiative; propensity to develop solutions and work with minimum supervision. Proven ability to work independently and constructively in a fast paced and rapidly evolving business environment.
Excellent administrative, office support, and organizational skills, with attention to detail.
Excellent time management skills: ability to independently prioritize and multi-task. Flexibility in own schedule to accommodate unexpected work demands.
Strong written and verbal communication skills.
Coordinates closely with HR colleagues on a range of issues, including internal/external recruitment of ACS staff (and in some instances consultants/temporary staff).
Working knowledge of relevant policies and procedures, particularly IFC Facilities, IFC Finance/Budget, and World Bank Group Administrative Services, Procurement. Experience with IFC front offices is a plus.
Demonstrated proficiency in all relevant computer software and WBG/IFC systems (particularly SAP, ePayables, eServices, Admin Portal, and MS Office applications). Additionally, demonstrated proficiency in WBG communication tools including WebEx and Yammer.
Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advise on information usage and storage, and policies in assigned responsibilities.
Willingness and ability to learn additional systems, processes, and potential technical matters to assist the Director and department units, as needed.
