The World Bank Office in Nigeria seeks applications for the position below. This is a locally recruited GD position and to be based in Abuja, Nigeria.
Position: Senior Executive Assistant
Grade: GD
Appointment Type : Term
Dept/Div: AFCW 2
Network: ACSN
Location: Abuja, Nigeria
General Description
The successful candidate will report directly to the country Director and interact with other members of the Country Management Unit (CMU) and Washington D.C S/He will provide the full range of executive support functions, to include administrative management, day-to-day supervision and coordination of the unit’s workflow, quality assurance (i.e documents, processes, etc) executive assistance in support of the senior manager, liaison with senior officials both inside and outside the Bank Group, and general research support. In addition, the incumbent is required to have an expert knowledge of Bank Group administrative and/or operational procedures to ensure adherence to relevant guidelines and overall quality of outputs and the ability to exercise strategic thinking and decision-making skills. S/he may also be delegated a role in guiding and advising ACS staff in the country, and lead coordination role within the front office.
Duties & Accountabilities
The Senior Executive Assistant’s duties and accountabilities include, but are limited to, the following:
- Works with the highest level of discretion in providing wide-ranging executive assistance support, setting and managing priorities and the workflow of manager, as well as administrative coordination within the VPU or equivalent organizational structure
- Responsible for time management and scheduling on behalf of Director, to include effective prioritizing and resolving related conflicts and competing demanads
- Effectively provides general research support and utilizes all relevant computer software to retrieve maintain and manipulate data as needed
- Establishes and maintains an effective network of contracts to ensure effective liaison in support of the Country Director’s priorities
- 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.
- Ensures quality of documents requiring Director’s approval and/or signature
- keeps others informed by providing relevant information, reports or status updates
- Drafts/Finalizes correspondence on a range of topics on behalf of Director or equivalent manager and prepare minutes of meetings
- Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across Bank Group Offices
- 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), review of job posting/grading/selection communication/processes, follow-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 in put to subordinate OPEs
- Routinely provides research support and utilizes all relevant computer software to retrieve, maintain and manipulate data. (Prepares presentation materials independently)
- Participates in institutional activities, and leads task group activities within the VPU or equivalent organizational structure.
- Independently responds to extensive and diverse inquiries, and makes decisions when multiple courses of action are possible
- Coordinates and monitors multiple and diverse inquiries, and makes decisions when multiple courses of action are possible
- Coordinates and monitors multiple and diverse work processes and activities to ensure management decisions and directives are properly carried out and the timely delivery of products
- Routinely involved in relaying/processing/handling information of the most sensitive, diverse and confidential nature.
- Recruits, trains oversees and mentors ACS staff effectively
- Establishes and maintains an effective network of contacts both inside and outside the VPU or organizational unit to ensure effective liaison in support of the office and senior manager’s needs.
Work Implies Frequent Interaction with the Following Internal Contacts
- Office of the President, EDs, VP-wide staff, IFC and MIGA
- Other institutional Units such as, but not limited to, CTR, FIN GEF, RMC, TRE, etc
- Staff in all locations, locally and internationally
- Human Resource Staff
- Unit providing cross support
External Contacts
- Government Officials
- External Organizations
- External Counterparts
- External Service Providers
- Consultants.
Selection Criteria
- Bachelor’s Degree in Arts, humanities or Management Sciences
- At least 7 years relevant experience
- Extensive and diverse experience in more than one VPU or Country Program or across a range of different business area and In-depth knowledge of the full range or Bank Group processes, policies and procedures.
- Excellent interpersonal skills and ability to interact responsively with an extensive network of contracts at senior levels, both internally and externally, with good judgment, tact and diplomacy.
- Outstanding interpersonal skills and ability to interact with an extensive network of contacts at senior levels, both internally and externally, and demonstrated ability to respond and deal effectively with diverse situations that require good judgment, tact and diplomacy
- Recognized ability to assume leadership role among administrative client support group
- Proven ability to create and work in a team-oriented, multi-cultural environment, to perform effectively in meeting constantly changing business needs with competing activities and demands, and to effectively serve both as team leader and team member
- Experience in the full range of Bank office support work, with a high level of sustained performance.
- Effective analytical, research and problem-solving skills
- Strong written and verbal communication skills in English and ability to draft correspondence on a range of topics: ensure quality of documents ‘requiring Country Director’s approval and/or signature.
- Thorough knowledge and application of Bank Group administrative and/or operational policies and procedures to ensure adherence to relevant guidelines and overall quality of outputs
- Thorough knowledge and use of all relevant computer software, including advanced functions of Bank standard computer applications, and the ability to help organize data and information retrieval systems.
- Ability to oversee the resolution of conflicting demands
- Outstanding demonstrated skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally;
- Ability to coach and supervise ACS staff, including mentoring junior staff,
- Ability to pass the required World Bank Group skills test
Method of Application
Interested candidates are requested to submit their applications online at www.worldbank.org/jobs before close of business on April 17th, 2012. Once on the site Clice on > employment Opportunities> administrative and client support staff opportunities> job number 120804. Only shortlisted candidates will be contacted . Paper Application will not be considered.
