Background / General description:
The World Bank Office in Kinshasa, Democratic Republic of Congo, is seeking a highly organized, energized and seasoned professional with excellent people skills, capable of operating effectively and discreetly in a very demanding fast-paced environment, to serve as the Senior Executive Assistant to the Country Director, AFCC2, and to lead and manage a team of administrative and client support (ACS) staff in the Country Office.
The successful candidate will work closely with the Country Director for AFCC2 and interact with other members of the CMU and Washington D.C. S/he will provide the full range of executive support functions, to include administrative management and coordination, quality assurance (i.e., documents, processes, etc.), liaison with external officials and contacts, and general research and reference work. S/he will also be responsible for guiding and advising ACS staff in the country, and taking a lead coordination role within the front office as it pertains to supporting other offices within the CMU.
The AFCC2 Country Management Unit (CMU) covers Democratic Republic of Congo (DRC) and Congo.
The Country Director is based in the World Bank Office in Kinshasa, and works with a core country team working out of Headquarters, Country Offices and in Congo. Currently there is a total of 60 staff based in Kinshasa working for both the Country Management Unit and the various Sector Management Units, as the office provides support not only in DRC but also to neighboring country.
* If the selected candidate is a current Bank Group staff member with a regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year renewable term appointment.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year renewable term appointment. Note: A potential candidate has been identified and intends to apply for this position. However, this remains a competitive process and interested candidates are encouraged to apply.
Duties and Accountabilities
The Senior Executive Assistant’s duties and accountabilities include, but are not limited to, the following:
Assistance to the Country Director
Works with the highest level of discretion in providing wide-ranging executive assistance support to the Country Director.
Fully responsible for time management and scheduling on behalf of the Country Director, to include effective prioritizing and resolving related conflicts and competing demands.
Undertakes representational duties on behalf of the Country Director, serving as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. This includes a wide variety of high level contacts in government offices, other international organizations, NGOs and the public sector in DRC.
Establishes and maintains an effective network of contacts to ensure effective liaison in support of the Country Director’s priorities.
Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
Ensures quality of documents requiring the Country Director’s approval and/or signature.
Drafts/finalizes correspondence on a range of topics on behalf of Director or equivalent manager and prepares minutes of meetings.
Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature.
Effectively provides general research support to the Country Director and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
Management of a Team of Assistants
Plays a leadership role with respect to all issues related to ACS staff, being accountable for the smooth operation of the office support work and related systems, assuming primary responsibility for organizing and coordinating workflow.
Recruits, trains, oversees and mentors ACS staff effectively.
As unit's first point of contact with HR, coordinates closely with HR colleagues on a range of issues, including internal/external recruitment of ACS staff (and in some instances consultants/temporary staff).
Reviews job posting/grading/selection/communication processes, and follows up on contract expirations, extensions, salary increases and other personnel actions.
Accountable for the smooth operation of the office support work and related systems within VPU front office or equivalent organizational structure by assuming primary responsibility for organizing and coordinating workflow and oversee ACS staff. Provides primary or secondary input to subordinate OPEs.
Coordination of Programs and Activities
Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, liaising closely with the CMU’s anchor staff at Headquarters (in AFCCD) and across Bank Group offices in AFCC2, and beyond as needed.
Coordinates and monitors multiple and diverse work processes and activities to support CMU management in ensuring that management decisions are properly carried out and products are delivered in a timely manner.
Keeps others informed by providing relevant information, reports or status updates.
World Bank Senior Executive Assistant - Kinshasa, Congo
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