Senior Administrative Assistant

Senior Administrative Assistant

Job #:
req30444
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GD
Term Duration:
2 years 0 months
Recruitment Type:
Local Recruitment
Location:
Maputo,Mozambique
Required Language(s):
English
Preferred Language(s):
English, Portuguese
Closing Date:
11/30/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

The World Bank is looking to appoint a team leader who will be innovative, well organized, and capable of navigating the shortest path through the Bank's internal processes. Delivery of quality work requires high caliber staff, striking the right balance between technical excellence, country knowledge, and client focus. This position is critical to the overall performance of the Bank at the Maputo duty location.

Purpose and Scope of the Position

The selected candidate will supervise the Bank's administrative functions at the Maputo duty location. The incumbent will supervise about six Bank staff and several contract staff. The position entails interacting with the Resource Management (RM), Corporate Real Estate (GSDCR), Corporate Security (GSDCS), Health Services Dept HSD, IT, Administration and Client Support (ACS), Human Resources (HRS) and management teams, and a wide spectrum of sector staff and the external business community. S/he will interact frequently with government or other similar organizations; and provide mentoring and guidance to junior staff.

In the Maputo office, staff working to provide core administrative support has been organized in a Business Facilitation Unit (BFU). The Selected candidate will be responsible to lead this unit and ensure that all services are provided in a timely manner according to the agreed protocols. S/he will be responsible that the BFU guidelines and protocols are updated as needed.

Duties and Accountabilities
(i) General Administration • In collaboration with GSD, oversee the day to day operations of the outsourced administrative services for the office, including regular and periodical needs for housekeeping services; travel agency services; office cleaning services; cafeteria services; newspapers supply; drinking water supply; and office coffee/tea service.
• Ensure efficient, smooth and consistent internal administration environment in the office by assisting and advising staff regarding the office's administrative policies/procedures i.e. leave administration, travel etc.
• Ensure internal comfort of staff and visitors at the workplace premises.
• Supervision of the country office mail room, mail courier services and office stationery supplies.
• Propose and implement automation of mail room services and pouch shipments workflow for the Maputo office and integrate the eService system with the Country Office Pouch Service System and supply of stationery available in eServices.
• Participate in the Maputo Office Management Team by providing advice and guidance on all administrative-related matters in the Office.
• Implement the telephone and telecommunications policy.
• Build and maintain good working relationships among internal and external clients of the Bank and administration unit.
• Implement the Bank and the region's administrative policies such as travel policy; manage programs so as to achieve policy compliance, as well as balance of cost efficiency and business needs being met
• Responsible for archived records management and document storage as per WBG policies and procedures, including disposal/incineration.
• Provide administrative advice and other support to other World Bank Offices in the sub-region as needed from time to time.

(ii) Manage the Administrative Team • Supervision of country office drivers' pool.
• Supervise a diverse complement of regular, contract, and short-term staff in the administrative functional area, including annual performance reviews.
• Assign and review work assignments of the Administrative staff.
• Institute quality control measures.
• Train and motivate staff to provide effective and efficient support as a team.
• Directly supervise the Receptionist and the staff in the Mail, Messenger Service and Switch Board service.
• Ensure efficient and effective provision of mail delivery, diplomatic pouch, and messenger services.
• Ensure effective back-up arrangements and timely submissions of tasks/outputs.
• Encourage and promote team work within the administrative group.

(iii) Management of Administrative Procurement contracts and processes

• Contribute to the activities of the Admin Procurement Committee (APRC) for the Maputo duty location.
• Contribute to APRC work and provide inputs to Administrative Procurement Plan and the RFP/IFB processes;
• Strengthen the relation between GSD, and RM subgroups, work together to improve controls over procurement and vendor registration;
• Responsible for quality control of services delivered by internal and external administration services providers.

(iv) Facilities
.
• Collaborate with GSDCR to manage and maintain the WBG building.
• Participate in office aesthetics and greenery efforts in liaison with Office Management.

(v) Transportation • Manage Office transportation policy and use of Bank-owned vehicles.
• Manage implementation of contracted transport services, and address issues as they arise.
• Implement more outsourced transportation service options to fill the gap between office owned transportation resources and the client needs.
• Ensure the office obtains the most competitive car insurance bids and coverage with cost effective premiums in collaboration with the Admin Assistant
• Work with the Security Officer in the implementation of Bank Road Safety Transportation Policy.

(vi) Events Management and Visiting Missions • Lead the team to provide administrative support for major events/activities including VIP visit(s) to Pretoria, in liaison with other stakeholders and deliver such a top priority task to ensure success of the event(s).
• Provide timely and accurate information to and about visiting missions, including updating and routinely sharing the Visiting Mission Guidelines and the mission welcome package.

(vii) Onboarding of staff • Lead and coordinate the work of the On-boarding task force to ensure that the on-boarding of new staff or relocating staff in the Maputo office is handled
• Lead the interaction with Government services to ensure that all required administrative processes (including visas, etc.) are handled in a timely and efficient manner.

Selection Criteria

Minimum Education and Experience

• Bachelor's degree, preferably in business administration or related field.
• Knowledge of general software applications, e.g. SAP, Lotus Notes, Word, Excel, and PowerPoint.
• Fluency in English.
• 5 years' experience in the Administration/Resource Management area, with at least 3 years in a supervisory capacity acquired in a large international organization or a large national or multinational corporation.

Essential Specialized Skills/Knowledge/Competencies

• Demonstrated ability to lead and supervise diverse resources and staff; with high sensitivity to cost effectiveness, quality and timeliness of delivery.
• Thorough knowledge and understanding of the World Bank, its policies and procedures; and of development issues in general.
• Strong interpersonal skills, able to persuade others and commit them to the desired course of action.
• Ability to identify gaps and not only conceptualize a better state but also consult and convene others to work towards the selected course of action.
• Ability to manage various tasks, deal with rapidly shifting priorities, provide support to staff and deliver against competing timelines.
• Capacity to work simultaneously, effectively and efficiently on a variety of diverse issues and tasks, independently adjusting priorities and achieving results with agreed objectives and deadlines.
• Ability to operate effectively in a matrix management environment, as a team member as well as a team leader.
• Strong client focus including good interpersonal, diplomatic and team building skills required for building and maintaining collaborative relationships.
• Strong communication skills, including the ability to speak persuasively and explain policy, process and procedural guidelines effectively, in writing and orally, including situations requiring negotiation with vendors/contractors.
• Ability to provide guidance and mentor junior staff, as needed; and willingness to learn new skills and seek help from others.
• Capacity to deal sensitively in multi-cultural environment and build effective working relations with clients and colleagues at all levels.
• Committed team player with demonstrated ability to effectively work in a collaborative fashion across organizational boundaries.
• Understanding of information systems and ability to identify and apply technology to enhance efficiency.

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 2 year term appointment.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC , including our values and inspiring stories.