Extended Term Temporary – Administration/Office Support

 

Description

 

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.  For more information, visit www.worldbank.org.

Latin America and the Caribbean (LCR) Region

The WBG serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, dynamic societies, and an average annual per capita income of about $4,000, deep inequalities persist in most LCR countries, with nearly a quarter of the Region’s people living in poverty. The last Bank’s strategy for LCR focused on three pillars: (a) supporting the foundations for inclusive growth; (b) investing in human capital and protecting the poor; and (c) building resilience. In the aftermath of the COVID19 pandemic, this strategy will need to be adjusted to better support the countries deal with a health crisis without precedents and an economic crisis not seen since modern statistical records started in 1900. Yet, the basic elements of the strategy: accelerating growth (following a projected GDP contraction in 2020 of 7.2%), investing in human capital, including in health (in the most affected region by COVID19), and building resilience appear fully relevant.
Latin America and the Caribbean Region (LCR) https://www.worldbank.org/en/region/lac

Duties and Accountabilities

The LCR Vice Presidency seeks a seasoned ETT Senior Executive Assistant to join a highly collaborative team in the Front Office of the Regional Vice President and Director, Strategy and Operations (DSO). The incumbent will be a key member of the LCRVP Front Office (FO), with responsibility for assisting and supporting the Regional Vice President (RVP), and the DSO. The role requires extensive demonstrated experience in similar roles, the ability to anticipate needs, a positive, can-do attitude, and the highest level of discretion.

The selected candidate will play a vital role in seamlessly supporting the FO team in close collaboration with the Special Assistant, and other team members, the candidate must possess key skills such as emotional intelligence, high levels of attention to detail, a proactive mindset, discretion, diplomacy, strong teamwork abilities, and proficiency in prioritization, organization, and task monitoring. The ideal candidate should demonstrate the ability to plan ahead, remain flexible, and showcase resourcefulness. Sound judgment, strong writing skills and excellent technology skills are essential.

Given the intimate size of the office, it’s crucial to emphasize that skills are as important as the right attitude and interpersonal qualities. The chosen candidate should not only have the necessary expertise but also embody qualities aligned with the collaborative and dynamic nature of the team and office environment.

The selected candidate must be prepared for a highly demanding role, promptly responding to the Vice President’s requests, and navigating a dynamic work environment with agility. Unwavering dedication and the ability to stay connected to meet the role’s demands effectively are essential.

Furthermore, this role involves taking on a senior position within the VPU’s ACS team, requiring a self-motivated individual capable of thriving in a fast-paced, high-energy environment.

Specifically, the ETT Sr. Executive Assistant responsibilities include but are not limited to the following:

• Provides all-encompassing administrative support to the RVP, working closely with the RVP, DSO, and other Front Office staff, to ensure efficient workflow and operation of the office.

• In conjunction with DSO, ensures work priorities, procedures, and administrative systems for the LCRVP’s office are followed

• Manages the RVP’s calendar, prioritizing effective time management; work with the Special Assistant ensuring the relevant briefing notes and background materials for meetings are included. Independently formats correspondence, meeting briefs and trip briefs. Coordinates closely and steps in as needed on the DSO calendar as well.

• Ensures quality and timeliness of administrative information emanating from the Front Office; ensures adherence to timeline and quality and formatting guidelines for submitting meeting and trip briefs, correspondence to the RVP, President’s office, Managing Directors offices.

• Provide primary support to RVP’s Front Office to ensure successful delivery of Spring Meetings and Annual Meetings bilateral meetings, events, and media engagements. In close coordination with the Special Assistant, supports the preparation of minutes and summaries of meetings which the RVP and DSO attend.

• Independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary.

• Arrange all aspects of RVP’s travel schedules (flight/hotel reservations, visa requests, etc.) in close coordination with the RVP and Special Assistant

• Working closely with the Special Assistant, screens incoming correspondence and phone calls, with input from RVP or DSO, as appropriate, using judgment, tact, diplomacy, and discretion in either answering or redirecting inquiries to appropriate sources and in dealing with highly sensitive and confidential matters or making independent decisions when multiple courses of actions are required.

• Serves as ACS-level contact and liaison for an extensive network, at the most senior levels (i.e., President, Managing Directors, Executive Directors, government counterparts and clients etc.).

• Undertakes ad hoc duties as assigned by the RVP and the Special Assistant to ensure operation of all aspects of the LCRVP office. As the Front Office administrative point of contact for the Directors, stays on top of and maintains sufficient working knowledge of the tasks being performed in each unit with an ability to independently respond to inquiries and exercise critical thinking and decision-making skills to address clients within and outside the Bank.

• Represents LCR A2D colleagues in the A2D Council; provides leadership for LCR ACS staff; provides advice to LCRVP on A2D career development and learning. Administers and coordinates the ACS work arrangement in the Front Office, with fully functioning backups. Collaborates with the other Program Assistants, Program Assistants, and Executive Assistants throughout LCR to contribute to a friendly and supportive yet business-oriented work environment for ACS staff in LCR.

• TRS Coordinator:  Handle LARS and TRS issues and provide general support to staff as needed.

 

Selection Criteria

 

• Minimum requirements: High school diploma (Bachelor’s degree preferred) and ten years of relevant experience or equivalent combination of education and experience.

• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and thoughtfully with staff at all levels, with demonstrated good judgment and discretion.

• Experience in dealing with senior officials both within and outside the Bank, experience or exposure as a Senior Executive Assistant is advantageous.

• Proven track record and ability to ensure total discretion, confidentiality, and strong personal ethics.

• Strong English and Spanish language skills (verbal and written), including the ability to draft and edit a variety of correspondence and ensure quality of written outputs and clarity of message.

• Proven ability to promote and work in a team-focused environment and pitch in to fill gaps when needed.

• Proactively demonstrated sound judgment, and problem-solving skills in dealing with unexpected situations, often under pressure.

• A proven track record in areas such as judgment, reliability, resourcefulness, and flexibility. Strategic and with good emotional intelligence.

• Positive demeanor, self-starter and able to maintain composure under pressure.

• Strong organizational skills, attention to detail, and ability to multitask and judge priorities under tight timelines.

• Ability to guide and advise more junior ACS staff.

• Substantial experience in the Bank and in-depth knowledge of World Bank processes, policies and procedures, particularly institution-wide quality assurance and decision-making functions.

• Excellent office technology skills, in particular: MS Word, Excel, PowerPoint, Outlook, SAP, Internet Explorer.

• Willingness and flexibility to work overtime on short notice and as needed.

• Willingness to extend him/herself to meet deadlines.

For information about WBG Core Competencies, please visit: https://bit.ly/2kbIA7O.

Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with diverse backgrounds from around the globe. We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce.

 

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.