Office Assistant
Kampala
- Organization: World Bank Group
- Location: Kampala
- Grade: Administrative support - GA - Administration (Professional and Technical)
-
Occupational Groups:
- Administrative support
- Closing Date: Closed
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. Visit www.worldbank.org.
Background & General Description:
The World Bank Uganda Country Office is seeking to recruit an Office Assistant on a 3-year term appointment. The Office Assistant will be responsible mainly for receiving the clients as the first point of contact; providing general assistance with correspondence and information inquiries. This position works closely with and reports to the Senior Executive Assistant under the overall supervision of the Operations Manager.
Duties and Responsibilities (includes but not limited to):
• Provide professional reception and administrative support services to the organization.
• Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails.
• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.
• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.
• Handle the physical custody of office supplies.
• Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise.
• Assist in preparing short documents, letters and electronically applying basic computer skills.
• Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
• Ensure a neat and tidy appearance of reception and waiting area.
• Backs-up other team members in routine office functions, as required and especially SharePoint.
• Manage the office access system including security clearance for staff, visitors and meetings.
• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
• Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.
Background & General Description:
The World Bank Uganda Country Office is seeking to recruit an Office Assistant on a 3-year term appointment. The Office Assistant will be responsible mainly for receiving the clients as the first point of contact; providing general assistance with correspondence and information inquiries. This position works closely with and reports to the Senior Executive Assistant under the overall supervision of the Operations Manager.
Duties and Responsibilities (includes but not limited to):
• Provide professional reception and administrative support services to the organization.
• Handle the reception desk and perform basic office functions such as welcoming visitors, guiding and providing appropriate information, sorting and distributing incoming mail, answering telephones, assisting in maintaining unit files in SharePoint, assisting with coordination of transport, managing office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mail and follow-on outgoing mails.
• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.
• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.
• Handle the physical custody of office supplies.
• Liaise with the Facilities Assistant and service contractors to manage day-to-day maintenance activities for the Uganda Office. Adopt a proactive approach through preventive maintenance and regular inspections, while also addressing issues promptly as they arise.
• Assist in preparing short documents, letters and electronically applying basic computer skills.
• Maintain/update regularly a database of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
• Ensure a neat and tidy appearance of reception and waiting area.
• Backs-up other team members in routine office functions, as required and especially SharePoint.
• Manage the office access system including security clearance for staff, visitors and meetings.
• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
• Manage the boardroom schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.
This vacancy is now closed.