Senior Office Administrator

World Bank Group

Almaty, Kazakhstan

Experience: 5 to 10 Years

Skill Required: HR and Admin

IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises.

Role and Responsibilities:

Duties include but are not limited to:

  • Advising and assisting the IFC Country Manager in the areas of office management and administration such as front desk/reception, travel desk, facilities, drivers and cleaner, kitchen, cleaning, utilities, office correspondences, etc.
  • Procuring general office services (supplies, rentals, travel) and maintenance of office and residence property (office premises, housing, vehicles, equipment and furniture); and negotiating contracts with vendors and suppliers.
  • Processing necessary government clearances, licenses, inspections, registrations and insurance in compliance with Kazakhstani regulations. Handling visas processes, custom clearances, fiscal and other office or staff matters relating to the government. Coordinate with the Ministry of Foreign Affairs regarding all protocol matters (notably diplomatic office cars, required arrangements for high level visitors). 
  • Hiring and managing of local temporary support staff, as required.
  • Coordinating high level visits, local conferences and events, as required.
  • Drafting correspondence on a range of topics and ensure quality of documents requiring Head of Office approval and/or signature.
  • Acting as Security Focal Point for staff and visitors; liaison with relevant Government/UN agencies, providers of medical and other emergencies services; Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team). The OA will be the custodian for all physical assets, except IT.
  • Maintaining various internal administrative and security guidelines and reports.
  • Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team). The OA will be the custodian for all physical assets, except IT.
  • The OA will work in close collaboration with IBRD Resource Management and Administration staff on a number of processes relating to building /facilities, and administration issues pertaining to the co-location of IFC and IBRD offices in Almaty.

Selection Criteria

  • Minimum requirement is a High School Diploma and minimum 10 years of relevant work experience, or equivalent combination of education and experience.
  • Experience working under pressure with a demonstrated capacity to multi-task, handle concurrent activities, and establish priorities.
  • Demonstrated excellent analytical, administrative, and organizational skills, with attention to detail and accuracy. Sound judgment, resourcefulness, reliability, and high degree of adaptability.
  • Excellent time management skills; ability to independently prioritize and multi-task. Flexibility in own schedule to accommodate unexpected work demands. 
  • Proactive attitude and adaptability as well as ability to anticipate and resolve issues.
  • Proven ability to work independently and constructively in a fast paced and rapidly evolving business environment.
  • Excellent interpersonal and teamwork skills - ability to effectively deal with counterparts at all levels. Responsiveness to client needs and to feedback.
  • Professional demeanor and high level of discretion and judgement in handling sensitive and confidential matters
  • Commitment and motivation with ability to work effectively in a multicultural and multidisciplinary environment.
  • Excellent communication skills in English (both oral and written), with the ability to draft a variety of correspondence, proofread, and edit materials.
  • Advanced user skills of standard computer applications and proficiency in MS Office tools (including Words, Excel, Power Point and Remote Work tools and apps). Willingness and facility to learn new programs and applications as needed.
  • Experience and ability to lead other ACSs. 

The successful candidate must demonstrate the following competencies:

  • Technology and systems knowledge: Able to conduct routine work using basic software applications (Microsoft Office applications) and other relevant technology and / or data base management systems.
  • Project and task management: Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks, prioritize own work and work of internal clients 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; and has ability to apply them in routine situations. 
  • Versatility and adaptability: demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. 
  • Identify, prevent and/or solve problems. Is able to proactively anticipates issues and propose solutions. Able to participate in change activities and initiatives.
  • 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 on clients. 
  • Ability to develop good working relationships with internal/external clients.
  • Drive for Results: Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.