Senior Executive Assistant, Addis Ababa, Ethiopia 105 views0 applications

Description

The Ethiopia Country Office has an opening for a Senior Executive Assistant position. A local, three years renewable term appointment is envisaged. The selected candidate will report to Country Director to Ethiopia, Sudan and South Sudan.

Roles and Responsibilities:

• Support to Country Director for Ethiopia, Sudan and South Sudan:
• Organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondences and messages, independently responds to extensive and diverse inquiries, liaises with others in the office and makes independent decisions when multiple courses of actions are required. Monitors and follows up on issues related to the Country Director’s functions 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, makes sure materials are presented to the Country Director on time.
• Initiates and coordinates all aspects of the Country Director’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs.
• Drafts correspondences ensuring adherence to administrative guidelines and overall quality of outputs requiring the Country Director’s signature.
• Provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data and independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
• Establishes and maintains relevant files and databases for the Country Office (CO). Ensures project documents are filed according to regional standard.
• Ensures the quality and timeliness of information emanating from the Front Office (FO); independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary.
• Ensures effective operation of the FO, correspondences flow and specifically WBdocs and Records Management. Works closely with and supports the CO Operations Officer as needed.
• Representation and Liaison:
• Provides guidance, leadership and direction within the CO to facilitate a changing work environment and a strong communication flow among virtual teams. Coordinates with the Sudan and Ethiopia based Executive Assistants and Washington based staff (e.g., Country Management Unit (CPC and Program Assistant) and sectoral staff on a regular basis, assuring smooth functioning of the CO.
• Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. Interacts and maintains an effective network with clients to ensure effective cooperation in support of CO and Bank program needs.
• Exercises judgment, tact and discretion in responding and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters. Makes decisions when multiple courses of action are possible and provides follow-up on required actions and monitors compliance.
• Independently organizes high level events such as client, donor meetings, workshops and high-level visits.
• Leadership of the Administrative Client Support (ACS):
• Assumes responsibility for the overall quality of delivery, organization and coordination of office administrative support work. Responsible for maintaining overview of the ACS work program and workload by collaborating and coordinating with task team members on staffing, scheduling and resolving work priorities.
• Acts as a role model, promoting collaboration, quality work and development of team members. Works with the ACS and CO staff to anticipate and resolve a variety of conflict situations. Plays a significant leadership role with respect to all issues related to ACS in the CO.
• Ensures smooth operation of the office support work and related systems by assuming primary responsibility for organizing and coordinating workflow and for overall administration and supervision of the ACS. This includes coordination and monitoring of multiple and diverse work processes and activities to ensure that management decisions and directives are properly carried forward. Play a significant role in identifying and addressing issues pertaining to ACS and their work within the country office. S/he is expected to provide guidance, leadership, and direction to facilitate a forward-thinking work environment, to be proactive in resolving challenges in a productive way, and to promote knowledge-sharing among the ACS.
• Assesses and evaluates the training needs for ACS in the CO, through the information and learning plans.
• Provides overall guidance and feedback to ACS staff by providing primary input to their Overall Performance Evaluation (OPEs). Plays a significant leadership role with respect to all issues related to ACS.
• Serve as HR Proxy
• Works closely with the Sr. Human Resources Business Partner (Sr. HRBP) based in Cairo to interview, select, coach and mentor CO ACS and participates in decisions related to staffing and performance.
• Handles logistics (briefings, etc.) regarding onboarding of new local hires.
• Responds to queries from staff, managers and external applicants on HR policy, processes and procedures.
• Handles logistics regarding learning events for staff in country offices training sessions, workshops, seminars, etc.
• Country Office Management
• Acts as Time Recording System (TRS) and Leave and Attendance Recording System (LARS) coordinator in the absence of the Resource Management Officer.
• Serves as the focal point person for regional and institutional activities involving level GA (Grade A) to GD (Grade D) staff in the country office
• Other tasks as assigned.

Selection Criteria

• Bachelor degree with 7 years of experience, or equivalent combination of education and experience.

Required Competencies:

• Tasks and workflow management – Has good organizational skills, and the ability to work capably in a fast-paced, deadline-oriented environment, managing multiple tasks within tight deadlines. Ability to operate at a senior level and get to know the institution quickly is an advantage.
• HR policy knowledge and application – Possesses basic understanding of HR employment life cycle, HR policies, processes and practices. Able to advise clients on basic HR related topics.
• Recruitment and appointment process expertise – Able to coordinate Locally Recruited Staff (LRS) job vacancy advertisements, screen candidates and arrange interview schedules. Processes the appointment of LRS per Bank’s policies and procedures in coordination with the HR service delivery team.
• Performance management support – Demonstrates basic understanding of the probation, confirmation and promotion related policies and processes. Prepares the unit specific timetable of the performance management process. Provides support to client learning events.
• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).
• 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 initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Team leadership – Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• 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 to the client.
• Drive for results – Takes 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.
• Knowledge, learning and communication – Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing.
• Business judgment and analytical decision making – Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.

The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.