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Description
At the World Bank, a member of the World Bank Group (WBG), you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https:// www.worldbank.org/en/who-we-are/ibrd
Global Corporate Solutions and Corporate Real Estate
Reporting directly to the Managing Director and Chief Administration Officer (MDCAO), Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services (such as food services, printing, travel, conferences, and translation and interpretation).
GCS’s Corporate Real Estate (GCSCR) division plays a crucial role in supporting WBG legal entities (IBRD, IDA, MIGA, and ICSID) by developing and operating their real estate demands worldwide. GCSCR’s primary purpose is to create safe, cost effective, sustainable, and functional real estate solutions, enabling business units to perform their work program in line with the WBG’s mission to create a world free of poverty on a livable planet.
To achieve its purpose, GCSCR led by the Senior Manager, is structured into three divisions: (i) HQ Real Estate Development and Management (GCSHQ), which covers facilities based in Washington, DC, (ii) International Real Estate (GCSIR), responsible for facilities located overseas, and (iii) Corporate Real Estate Center of Excellence (CoE) which serves as a central hub of expertise driving operational excellence, enhancing efficiency, and ensuring the successful execution of initiatives.
GCSCR is comprised of approximately 100 staff, leverages over 500 contractors, and manages an annual facilities capital investment plan of about $155 million globally. GCSCR works closely with the Regions on the Bank’s more than 190 locations.
Job Description
The Senior Executive Assistant (ET4) will be a key member of the GCSCR Front Office, providing high-level administrative support to the GCSCR Senior Manager and other managers in close coordination with the GCSCR Advisor. The role will help ensure the efficient operation and coordination of executive activities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The position is based in Washington DC and will report to the Senior Manager, GCSCR.
Duties and responsibilities include, but are not limited to:
Executive Support
• Provides the full range of support functions to the Senior Manager, GCSCR, including administrative management and coordination and liaising with internal and external contacts as necessary.
• Prepare and edit correspondence, communications, format presentations, and other documents.
• Ensures as necessary the quality of documents requiring the Senior Manager’s review, approval, and/or signature.
Communication Management:
• Serve as the primary point of contact for communications related to executive activities.
• Draft and manage responses to stakeholders with professionalism.
• Provides support to the Senior Manager in the context of the WBG Real Estate Governance Framework, in coordination with the GCS Director’s front office.
• Manage sensitive and confidential information with discretion and integrity.
• Ensure security and confidentiality of executive documents and communications.
Organizational and Administrative Tasks:
• Organize and prioritize tasks to support executive schedules and workflows.
• Coordinate logistics for meetings, conferences, and events, including preparing agendas and materials.
• Schedule meetings and conference calls (audio, video, webex), including informing participants, handling logistics (such as conference room reservations, catering arrangements), dealing with scheduling conflicts, and soliciting, preparing, and circulating meeting documents.
• Process eServices requests and other transactions, such as ordering office supplies, submitting Facilities Helpdesk requests, renewal of computer aided drafting program, subscription orders, association and membership requests and reimbursement requests.
• Support with administrative and logistical support during missions, conferences and trainings.
• Maintain e-mail distribution list and phone address lists of project and product contacts and distributes to the team as and when needed.
• Assist with updating systems and processes and keeping the information up to date.
• Assists in the preparation of presentation materials, documents, meeting minutes, and any other official documents related to the work of the Senior Manager and ensures these are properly filed (either in paper or electronic format) for easy accessibility and future reference.
• Provides support to systems and process improvement initiatives and requested by Senior Manager, GCSCR.
Project Coordination:
• Assist in the coordination and execution of special projects and initiatives as directed by GCSCR.
• Monitor progress and provide updates on project status.
• Independently responds to diverse inquiries and make decisions when multiple courses of action are possible.
• Performs ad-hoc tasks as may be requested by the Senior Manager, Managers of HQ International Real Estate, Governance and CoE.
• Organizes and coordinates inputs for cross-unit initiatives and internal division projects with inputs from HQ and IR including CR websites.
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."
•High school diploma with 10 years of experience or equivalent combination of education and experience.
•Technology and systems knowledge – Exhibits excellent knowledge of MS Office applications (Excel, Word, and PowerPoint) and proficient in using technology. Able to coach less experienced team members on relevant technology and applicable 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.
•Versatility and adaptability – Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology. Able to proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
Able to be resourceful.
•Client orientation – Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve client-related issues.
•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 communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with the World Bank administrative guidelines and best practices. Able to contribute to the unit’s knowledge sharing.
•Knowledge and experience of project management systems used in construction and facilities management is desirable.
•Business judgement and analytical decision making – Able to effectively and independently provide general admin support.
•Demonstrates ability to assess the issue/situation and make sound judgment on action needed (keen sense of knowing when an issue needs to be elevated).
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
As per WBG policy, an Extended Term (ET) appointment is subject to a lifetime maximum of three (3) years. Former and current ET staff who have completed or are in the process of completing their third-year ET appointment are not eligible for future ET appointments.
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.
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