Senior Executive Assistant

Senior Executive Assistant

Job #:
req30842
Organization:
World Bank
Sector:
Administration/Office Support
Grade:
GD
Term Duration:
4 years 0 months
Recruitment Type:
Local Recruitment
Location:
Washington, DC,United States
Required Language(s):
English
Preferred Language(s):

Closing Date:
1/10/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org.

Background and Description

At COP27 and CMA4, the Conference of the Parties (COP) to the United Nations Framework Convention on Climate Change (UNFCCC) and the Conference of the Parties serving as the Meeting of the Parties to the Paris Agreement (CMA) established funding arrangements to assist developing countries particularly vulnerable to climate change. This decision established the Fund for responding to Loss and Damage (FRLD) to assist developing countries vulnerable to the economic and non-economic impacts of climate change, including extreme weather and slow onset events.

At COP28 and CMA5, the COP/CMA formally approved the Fund's Governing Instrument, designating it as part of the UNFCCC's financial mechanism and placing it under the guidance of both COP and CMA. The decision authorized the Fund's Board to secure a hosting arrangement with the World Bank as an interim trustee for four years, which includes hosting the Fund's secretariat (Secretariat). The World Bank has agreed to act as trustee and administer the Trust Fund in line with the COP/CMA's stipulations.

The Secretariat, hosted by the World Bank in Washington, D.C., and led by the Executive Director (ED), coordinates the Fund's strategic activities across its governing bodies, including the Board, and the World Bank (as Trustee and Secretariat host), manages institutional relations with the Fund's stakeholders, and drives thought leadership to deliver the Board's vision and policies.

II. Purpose of the Role
This Terms of Reference outlines the key responsibilities and qualifications for the Executive Assistant to the ED position. The role involves providing efficient and comprehensive administrative and executive assistance to the ED, ensuring smooth operations of the office and supporting effective workflow management.
The selected candidate will be expected to demonstrate organizational skills, discretion, and the ability to handle multiple priorities. The Executive Assistant will report directly to the ED and work closely with the leadership team and other administrative staff.

III. Key Responsibilities
The key responsibilities include:

•Executive Assistance:
o Act as the trusted advisory and point of contact for the Executive Director, providing independent and professional support and managing an extensive network of high-level internal and external stakeholders with professionalism.
o Strategically coordinate the ED's calendar, including scheduling complex, high-priority appointments, meetings, and engagements. Proactively prepare detailed agendas, background materials, and briefing notes to ensure that the ED is well-equipped for all meetings.
o Develop, implement, and maintain an effective workflow system to monitor, prioritize, and follow-up on tasks, ensuring seamless screening of documents, emails, and calls.

• Administrative Support:

o Oversee and optimize the ED's workflow, proactively identifying critical issues that require immediate attention and ensuring resolution within agreed timelines.
o Prepare comprehensive briefing materials, including high-quality binders, presentations, and summaries for meetings, conferences, and missions attended by the ED.
o Maintain a comprehensive document management system to facilitate efficient tracking, filing, and retrieval of essential ED-related documents and materials, fostering operational efficiency.

• Communication and Correspondence:
o Monitor and manage the FRLD Secretariat email account, ensuring prompt and appropriate response to enquiries, requests, and correspondences; and ensuring that issues are promptly escalated or redirected as necessary.
o Draft, proofread, and finalize a wide range of professional documents including correspondence, reports, presentations, ensuring accuracy, consistency, and adherence to Secretariat protocols and institutional guidelines.
o Take full responsibility for meeting documentation by drafting concise and actionable minutes, ensuring timely dissemination, and maintaining an archive for institutional memory.

• Document and Data Management:
o Ensure that all documents requiring signatures are accurate and adhere to administrative and operational guidelines.
o Exercise discretion and sound judgment in handling confidential and sensitive matters, maintaining the highest standards of trust and integrity.

• Travel and Events Logistical Support:
o Manage end-to-end logistics for the ED's missions, including travel arrangements and other events or conferences sponsored by the office.
o Organize official events, conferences, and seminars, including FRLD Board meetings, COP, UNGA, UNFCCC, and World Bank Group/IMF Annual and Spring Meetings, ensuring all logistical aspects are flawlessly executed.

• Staff and Recruitment Support:
o In collaboration with HR, facilitate recruitment processes, including drafting job postings, scheduling interviews, and ensuring confidentiality in handling candidate information.
o Oversee onboarding processes for new staff, including appointment, relocation logistics, and orientation activities, ensuring a seamless transition into the organization.
o Manage contracts for STC/STT and vendors, ensuring compliance with organizational policies and timely processing through the admin portal.
o Serve as TRS and LARS coordinator, ensuring accurate and timely reporting for the Secretariat.

• Ad-Hoc Tasks:
o Perform other tasks as assigned by the ED.

Selection Criteria

• Education and Experience:
o Bachelor's degree with 10 years of experience or equivalent combination of education and experience, including experience as an Executive Assistant in an international organization. Relevant proven expertise in managing confidential data and correspondence and significant experience in a client-facing role.
o Extensive knowledge of the organizational structure, and administrative and operational processes, policies, and procedures of the World Bank Group (WBG).
• Skills and Abilities:
o Communication: Excellent communication skills, both oral and written (fluent in English; additional languages will be a plus), demonstrating sound judgment, tact, diplomacy, and confidentiality.
o Technology and Systems Knowledge: Expertise in relevant software applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and systems, with the ability to organize data and information retrieval systems.
o Multitasking and Proactiveness: Ability to prioritize tasks, organize, coordinate, and monitor work distribution in a timely manner with minimal supervision.
o Team Collaboration: Ability to work effectively in a team-oriented, multi-cultural environment with competing activities and demands.

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.