Executive Assistant

Executive Assistant

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group (WBG) offers a unique opportunity to help our clients address their greatest development challenges. In Zambia, the World Bank Group works through its institutions—the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC) and the Multilateral Investment Guarantee Agency (MIGA)—to support the country’s development priorities by combining public sector financing, private sector investment, guarantees, analytics, policy dialogue, and convening power 
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VPU Context:

The Country Management Unit (CMU) for Africa East Central East Countries 1 (AECE1) includes Tanzania, Malawi, Zambia, and Zimbabwe. The AECE1 CMU Office is in Dar es Salaam, Tanzania, and covers the Offices. 

Unit Context:

Zambia Country Context

The WBG program in Zambia is broad and strategically important, combining IDA and IBRD operations, Trust Fund-financed activities, IFC private sector engagement, MIGA instruments where relevant, analytics, advisory services and policy dialogue. The Lusaka Country Office plays a central role in supporting delivery of the country program, maintaining strong client relationships, coordinating across WBG institutions, and engaging with government, development partners and private sector stakeholders.

To support this agenda, the Zambia Country Office is seeking a highly organized, discreet and proactive Executive Assistant to support the WBG Country Manager (CM) and help ensure the effective functioning of the CM’s Front Office. The selected candidate will provide high-quality executive support, facilitate coordination across WBG teams and institutions, strengthen information flow and follow-up, and contribute to an efficient, client-focused and collaborative office environment.

Duties and accountabilities: 

The successful candidate will work under the overall leadership of the CM. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations. 

Specifically, the Executive Assistant will be responsible for the following:

(i) Managing the CM’s Office 

• Manages the CM’s schedule; organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondence and messages to the CM, independently responding to extensive and diverse inquiries, liaising with others in the CMU, including Washington and making independent decisions when multiple courses of action are required. Monitors and follows up on issues related to the CM’s function and ensures that relevant staff members are informed. Handles sensitive and confidential information. Ensures timely submission and review of briefing materials and appropriate follow-up actions, making sure materials are presented to the Country Manager for review prior to meetings.
• Initiates and coordinates all aspects of the CM’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.), including coordinating the travel and protocol needs of the CM while on mission.
• Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the CM’s signature.
• Provides general research support and utilizes all relevant computer software, including artificial intelligence tools, to retrieve, maintain and manipulate data and independently respond to diverse inquiries and make decisions when multiple courses of action are possible.
• Establishes and maintains relevant files and databases for the Country Office.
• Ensures the quality and timeliness of information emanating from the front office; independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary.
• Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. Provides follow-up on required actions and monitors compliance. Responds to diverse inquiries and makes decisions when multiple courses of action are possible. Establishes and maintains an effective network of contacts with Government officials at the highest level.

(ii) Representation and Liaison

• Provide guidance, leadership and direction within the CMU to facilitate a changing work environment and a strong communication flow among virtual teams. Coordinate with the Tanzania, Malawi and Zimbabwe Executive Assistants, as well as Nairobi[MV1.1] and Washington-based staff on a regular basis, assuring smooth functioning of the Country Office (CO) Front Office.
• Help maintain effective working relationships with government counterparts, development partners, private sector stakeholders, regional teams, and WBG staff across practices and institutions, ensuring timely follow-up and professional engagement on behalf of the CM’s Office.
• Independently organize high-level events such as client and donor meetings and workshops and high-level visits. 

 (iii) Country Office Front Office 

• Ensure effective operation of the CM's Front Office, correspondence flow and specifically records management. Work closely with and support the Country Office’s Operations Officer(s), as needed. 
• Support the CM’s oversight of the Zambia country program by tracking key follow-up actions, coordinating inputs for management briefings, supporting mission schedules, and helping ensure the timely flow of information on operational, portfolio, and corporate priorities.
• Support effective coordination across WBG institutions in Zambia, including IBRD/IDA, IFC and MIGA as relevant, by facilitating information flow, scheduling, mission logistics, meeting preparation, and follow-up on issues of common interest.
 
(iv) Outreach work 

• Provide day-to-day coordination, guidance, and quality assurance for Administrative and Client Support (ACS) staff in the Lusaka Country Office, promoting consistent service standards, effective workload management, knowledge sharing, and collaboration across teams. Act as the liaison person with the Washington unit and the CMU.

Selection Criteria

Note: 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.

Candidates should meet the following qualifications and demonstrate the necessary competencies to succeed in this role:

• Minimum Education: High School Diploma or a professional qualification in office management or administrative support. Candidates with Bachelor’s degree in Business Administration, Social Sciences or other relevant field will have an advantage. 
• Minimum of seven years of direct relevant experience.
• Good understanding of the WBG’s mission, country engagement model, and operating environment, including the importance of collaboration across public and private sector arms of the institution. 
• Experience in dealing with senior officials , previous experience or exposure as an Executive Assistant is an advantage.
• Strong oral and written communication skills including ability to draft and edit a variety of correspondence and ensure quality of written outputs for clarity of message. Ability to draft correspondence on a range of topics and ensure quality of documents requiring approval and/or signature.
• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion. 
• Strong organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines. 
• Demonstrated ability to ensure total discretion, confidentiality, and strong personal ethics. 
• Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure. 
• In addition to a proven track record in areas such as judgment, reliability, resourcefulness and flexibility, it is important that the candidate have a positive attitude, be a self-starter and maintain composure under stressful situations. 
• Ability to coach and mentor junior ACS staff.
• Ability to create a positive and cohesive team environment within the Country Office and in dealing with the other units in the country department. 
• Expert use of all relevant computer software using advanced functions , in particular for Microsoft Office applications, SAP etc.
• Ability to effectively use artificial intelligence tools.
• Effective analytical, research, innovative and problem-solving skills. 
• High degree of independence, motivation, initiative and reliability. 
• Flexibility and willingness to adjust scope of responsibilities. 
• Flexibility with working hours and willingness to work overtime.  

Required Competencies 

In addition to the above selection criteria, the following competencies are expected of the successful candidate:

• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage the CM’s calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change management activities and initiatives.
• Team Leadership (ACS) - Able to support ACS team members, giving instructions when necessary to improve work performance and promote collaboration within the team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• Client Orientation - Exhibits a positive and professional client service attitude; able to understand clients' needs and meet them professionally.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements. Able to mentor, guide and organize learning activities within the area of assigned responsibilities.
• Business Judgment and Analytical Decision Making - Able to use analytical, problem-solving skills and resourcefulness to make informed and practical decisions to carry out own work. Able to advise on information usage and storage, and policies in the area of assigned responsibilities.

* Applications should be sent in English.

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.