The Ugandan Jobline

• Manages the Country Manager‘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 actions are required.
• Keenly monitors and follows up on issues
  related to the Country Manager’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 Country Manager while on mission.
• The jobholder also drafts correspondence and
  prepares and ensures adherence to administrative guidelines and overall
  quality of outputs requiring the Country Manager’s signature.
• Provides general research support and
  utilizes all relevant computer software 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. Provide 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 most highest level.

• Provide guidance, leadership and direction
  within the Country Office to facilitate a changing work environment and a
  strong communication flow among virtual teams. Coordinate with the Kenya
  and Rwanda based Senior/Executive Assistants and Washington based staff
  (Anchor Unit, assuring smooth functioning of the Country Office (CO).
• Interact with an extensive network of
  contacts at the most senior level (both internal and external) and
  exercise judgment, tact and discretion in answering and/or redirecting
  inquiries to appropriate sources and in dealing with sensitive or highly
  confidential matters. Maintain an effective network with the Client to
  ensure effective cooperation in support of CO and Bank program needs.
• Independently organize high level events such
  as client and donor meetings and workshops and high level visits.

• Assume responsibility for the overall quality
  of delivery, organization and coordination of office administrative
  support work.
• Responsible for maintaining overview of the
  ACS work program and workload by collaborating and coordinating with task
  team members on staffing, scheduling and resolving work priorities.
• Works closely with the Senior Human Resources
  Business Partner (S-HRBP) based in Kenya to interview, select, coach and
  mentor CO ACS and participates in decisions related to staffing and
  performance of the ACS mapped to AFMUG.
• Serve as a role model, promoting
  collaboration, quality work and development of team members. Works with
  the ACS and CO staff to anticipate and resolve a variety of conflict
  situations.
• Plays a significant leadership role with
  respect to all issues related to ACS staff in the country office and in
  the region, including participating in cross-regional and institutional
  activities.
• Ensures the smooth operation of the office
  support work and related systems by assuming primary responsibility for
  organizing and coordinating workflow and for overall administration and
  supervision of the ACS team. This includes coordination and monitoring of
  multiple and diverse work processes and activities to ensure that
  management decisions and directives are properly carried forward.
• Plays a significant role in identifying and
  addressing issues pertaining to ACS and their work within the country
  office. S/he is expected to provide guidance, leadership, and direction to
  facilitate a forward-thinking work environment, to be proactive in
  resolving challenges in a productive way, and to promote knowledge-sharing
  among the ACS.
• Assess and evaluate the training needs for
  ACS staff in the CO, through the information and Learning Plans, and
  coordinates with the relevant stakeholders.
• Provide overall guidance and feedback to ACS
  staff by providing primary input to their Performance Evaluation. Plays a
  significant leadership role with respect to all issues related to ACS.

• Ensure effective operation of the CM’s Front
  Office, correspondence flow and specifically IRIS/WBdocs/Records management.
  Works closely with, and supports the Senior Operations Officer as needed.
• As a member of the Country Office Management
  team, work with Shared Services team based in Uganda to ensure that
  efficiency and cost effectiveness are achieved in the office.

• Update tables on ongoing and pipeline
  operations
• Provide support in compiling of quarterly
  portfolio reports
• Provide assistance to compiling of Country
  Assistance Strategy (CAS) status report
• Research for Country Manager’s presentations
  and meetings with Government and other partners.

• The incumbent will be the focal point person
  for regional and institutional activities involving level GA to GD staff
  in the country office.
• S/he will be the liaison person with
  Washington, CMU and the country department.

• The applicant for the World Bank Senior
  Executive Assistant vacancy should hold a High School Diploma. Candidates
  with Bachelor’s degree in business administration or social sciences will
  have an advantage.
• At least seven years of direct relevant
  experience.
• Extensive and diverse experience, and
  in-depth knowledge of the full range of Bank Group processes, policies and
  procedures
• Previous exposure and experience in dealing
  with senior officials both within and outside the Bank, previous
  experience or exposure as an Executive Assistant is an advantage.
• Excellent 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.
• Excellent organizational skills and
  demonstrated ability to multitask and judge priorities under extremely
  tight deadlines.
• Proven 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.
• Excellent 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 office.
• Expert use of all relevant computer software
  using advanced functions on Bank standard computer applications, in
  particular: MS Word, Excel & PowerPoint, Outlook, SAP, Internet
  Explorer.
• 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.

• 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 effectives.
• 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 catalyse 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.
• Team Leadership (ACS) – Provides direction to the team,
  making changes to processes as needed to support progress. Encourages
  others to grow by providing guidance, stretch assignments, & learning
  opportunities. Plays an active role in the unit-wide leadership teams.
• Client Orientation – Able to establish partnership
  based working relationships with internal/external clients. Demonstrates
  independence, initiative, and autonomy in addressing clients’ needs.
• 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 and guide, and organize learning activities within 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 advice on
  information usage and storage, and policies in the area of assigned
  responsibilities.

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