Senior Administrative Assistant

Senior Administrative Assistant

Description

Do you want to build a career that is truly worthwhile? The World Bank Group is a unique global partnership of five institutions working to end extreme poverty and promote shared prosperity on a livable planet. We collaborate with public and private sector partners to address complex development challenges across 189 member countries and more than 120 offices worldwide. For more information, visit www.worldbank.org.

Unit Context:

The newly created Senior Representative for European Economic Coordination department combines the existing administrative duties of the Head of the Paris Office with a new mandate to deepen the World Bank Group’s relations with various European stakeholders. This includes representation and engagement with the European Commission and bilateral governments at senior level, outreach to international organizations based in Europe (such as other MDBs, OECD, IEA, NATO, ICC etc.) as well as think tanks and universities. The Senior Representative coordinates closely with ECR and with the ECA Vice Presidency in the exercise of its functions. 

To ensure that daily office operations are performed in a seamless and efficient manner, the Senior Representative Front Office is seeking a well-organized, proactive, and detail-oriented individual for the position of Senior Administrative Assistant. The Senior Administrative Assistant will report to the Senior Representative based in Paris. 

Duties and accountabilities: 

Office Administration:

• Ensure smooth operation of office and administrative support by maintaining and coordinating general office procedures and guidelines and ensure their dissemination across the function to enable efficiencies and consistency. Identify potential areas for improvement and develop solutions.

• Contribute to the maintenance of relevant distribution lists and communication channels for the office, including an office directory, in collaboration with relevant staff and counterparts. 

• Support strategic planning, monitoring, and implementation of the Paris office staffing footprint, office allocation and optimization, and other matters. With other units, support office space planning and equipment issues (e.g., new staff, office moves, hot desking, space allocation, office reassignments, etc.). Independently develop and maintain accurate monitoring tools, for example using excel spreadsheet.  

• Establish and maintain an effective network of contacts, both inside and outside of the Bank, to ensure effective cooperation in support of office administration needs.

Facilities Support:

• Oversee day-to-day office operations and outsourced services, including housekeeping, office and kitchen supplies, asset management and disposal in coordination with other relevant units, etc. 

• Provide day-to-day oversight of common areas (e.g. gym, garage, lockers) and storage facilities, including regular inspections to ensure functionality, and coordinate cleaning and recycling of e.g. outdated materials.

• Collaborate with the GCS team, architect, and building management on office expansion, renovation, and alteration projects, providing input on functionality and design to ensure alignment with WBG standards and operational needs. 

• Develop procurement plans and facilitate cost-effective acquisition of office-related goods and services.

Relocation and Protocol Support:

• Develop and maintain resources and information for relocating staff and spouses covering local knowledge on specific aspects of housing, schooling, spouse work permits, local bank accounts, health care institutions, etc. Contribute to updating the WBG Relocation Guide on a regular basis. 

• Support newcomer onboarding experience in coordination with other relevant units. 

• Participate in briefings with the WBG Global Mobility team to ensure staff are well informed upstream and to ease the settling-in process in Paris. 

• Support staff and coordinate the liaison with the French Protocol, submit and track requests for entry visas, resident permits, spouse work authorizations, vehicle registrations and other relevant matters.

• Assist staff on other administrative issues related to relocation such as custom letters, employment and tax statements, driving licenses as well, as visiting missions on travel and visa matters.

• Streamline protocol and administrative procedures and documents with the assistance of advanced tools and technology (i.e. AI, databases, etc.) to track processes, provide relevant guidance to staff and ensure regular communication.

Other Support:

• Perform other tasks as assigned by the Special Representative for the day-to-day office to run efficiently. 

• Play an HR proxy role in coordination with the HR Business Partners.

• Serve as an office focal point for other functions and initiatives as needed.

Selection Criteria

Attention - Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Bachelor’s degree with at least five years of relevant experience, preferably with international development organizations.

• Experience in office administration, protocol, or program support roles.

• Ability to process, handle, and communicate matters of a sensitive and confidential nature with a high degree of judgement and maturity.

• Excellent interpersonal and communication skills, including ability to speak articulately and to write clearly, precisely and concisely for various audiences, and strong ability to work within a team environment.

• Excellent organizational, administrative, and time management skills with proven ability to work promptly and efficiently under pressure and meet tight deadlines. Ability to shift gears at short notice to work on a wide range of assignments, remaining flexible and effective with a clear understanding of objectives to be achieved.

• Strong written and verbal communication skills in English and French and ability to reorganize, edit and draft a variety of documents.

• Strong interpersonal skills and ability to deal tactfully, diplomatically, and effectively with internal/external contacts at all levels in a multicultural environment. Demonstrated ability to independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible.

• Proficiency in relevant computer software systems (e.g., MS Office Tools, Webex, Teams, LARS, Travel, etc.) and willingness to learn new programs and applications as needed.

• Preference for local candidates authorized to work in Paris without employer sponsorship. Internal applicants may apply per existing guidelines.

Required Competencies:

• Technology and systems knowledge - Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.

• Project and task management - Able to organize, coordinate, monitor and implement tasks and projects.

• Demonstrates ownership and accountability for results. Demonstrates innovation and creativity in promoting effectiveness.

• Institutional policies, processes, and procedures - Demonstrates in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.

• Versatility and adaptability - Able to anticipate, facilitate and catalyze change in the business environment and accurately assess the need for new skills and knowledge. Demonstrates continued learning attitude, supporting others in their learning and change management efforts.

• Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the office’s administrative work distribution in support of the implementation of the office’s work program.

WBG Culture Attributes:

1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.

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.