The Ugandan Jobline

Job Title:   Senior Executive Assistant (Admin Jobs)

Organisation: World Bank Group (WBG)

Duty Station:  Kampala, Uganda

About US:

The World Bank is a vital source of financial and technical assistance to developing countries around the world. The World Bank provides low-interest loans, zero to low-interest credits, and grants to developing countries. These support a wide array of investments in such areas as education, health, public administration, infrastructure, financial and private sector development, agriculture, and environmental and natural resource management. Some of our projects are co-financed with governments, other multilateral institutions, commercial banks, export credit agencies, and private sector investors.

Key Duties and Responsibilities:  Specifically, the Senior Executive Assistant will be responsible for the following:

• Undertakes representational duties on behalf of Country Manager, to include serving as a first point of contact to the office of the Country Manager and liaison with an extensive network of contacts, both internal and external clients and officials, including coordination with the Uganda Country Director’s Front Office, Washington based staff and management; other country offices, and outside the World Bank Group, as needed.
• Manages the Country Manager’s schedule by effectively prioritizing and resolving related time conflicts and competing demands and making logistical arrangements.
• Plays a leadership role with respect to all issues related to ACS staff, being accountable for the smooth operation of the office support work and related system, assuming primary responsibility for organizing and coordinating workflow. Participate in the ACS cross-regional initiatives and institutional/corporate activities outside the Country Office.
• Supervises the ACS staff, including recruitment and selection, onboarding, coaching, mentoring, performance, and training.
• Assess and evaluate the training needs for ACS staff through the information and Learning Plans, and coordinates with the training committee and other stakeholders as appropriate.
• Provides primary feedback to the performance evaluation of ACS staff by providing primary input to their performance evaluation in liaison with the Task Team Leaders and Country Manager.
• Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data, as needed.
• Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
• Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.
• Acts as Secretary to the front office and staff meetings and follows up with staff on key actions.
• Facilitates official processes, including signing ceremonies, ensuring that signing packages are properly managed.
• Ensures adherence to administrative guidelines and overall quality of outputs by ACS.
• Works closely with and supports the SOO team, ensures quality of documents requiring the Country Manager’s approval and/or signature.
• Maintains effective operation of the Uganda Front Office, manages correspondence flow and specifically WBDocs/Records management.
• Keeps others informed by providing relevant information, reports or status updates.
• Drafts/finalizes correspondence on a range of topics on behalf of the Country Manager and prepares minutes of meetings, as required.
• Supports and works collaboratively with members of the front office team as well as with others in diverse work groups/teams/task forces, across World Bank Group offices.

Qualifications, Skills and Experience:

• The applicant for the World Bank job should preferably hold a college diploma.  Candidates with Bachelor’s degree in business administration or social sciences will have an advantage.
• Minimum of 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.
• Experience in dealing with senior officials both within and outside the Bank, 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 on Bank standard computer applications, in particular: Ms Office, SAP etc.
• 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.

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 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 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.
• 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, 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.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 5-year term appointment.

How to Apply:

All suitably qualified candidates are encouraged to apply online at the link below 

Click Here

Deadline: 17th April 2024

For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs