Office Administrator

Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. 

In addition to its investment work, IFC operates a private sector advisory services project program in Latin America and the Caribbean. The objectives of the program are to promote direct investment in the private sector, build local businesses and financial intermediaries, and help improve the business-enabling environment, which in turn contributes to poverty reduction in LAC. IFC in Latin America is now seeking to recruit an experienced Office Administrator based in Bogota.

The IFC LAC region is seeking applications for an Office Administrator role for IFC in Bogota, primarily overseeing security personnel, drivers, logistics, and office cleaning staff (outsourced). He/ she will ensure steady office and facilities supplies and manage overall office facilities (administration and maintenance). He/she will manage front office staff (reception), team, and program assistants and handle protocol and administrative clearances.

ROLES AND RESPONSABILITIES:

• Advising and assisting the IFC Country Representative in office management and administration, such as the front desk, travel desk, guards, drivers, kitchen, cleaning, utilities, office correspondence, etc.
• Procuring general office services (supplies, rentals, travel) and maintaining office and residence property (office premises, housing, vehicles, equipment, and furniture); and negotiating contracts with vendors and suppliers.
• Processing necessary government clearances, licenses, inspections, registrations, and insurance in compliance with Colombian regulations. Handling visa processes, customs clearances, fiscal, and other office or staff matters relating to the government. Coordinate with the Ministry of Foreign Affairs regarding all protocol matters (notably diplomatic office cars and required arrangements for high-level visitors.
• Hiring and managing local temporary support staff, as required.
• Coordinating high-level visits, local conferences, and events, as required.
• Drafting correspondence on various topics and ensuring the quality of documents requiring Head of Office approval and/or signature.
• Maintaining various internal administrative and security guidelines and reports.
• Handling office/equipment (other than IT) operations, maintenance, and repairs; matters involving the landlord; and office-related budget/expenditure matters (with the finance team). The OA will be the custodian for all physical assets except IT.
• The OA will collaborate closely with IBRD Resource Management and Administration staff on processes relating to buildings and facilities and administration issues pertaining to the co-location of IFC and IBRD offices.

Essential Specialized Skills & Knowledge:

• Technology and systems knowledge: Able to conduct routine work using basic software applications (Microsoft Office applications) and other relevant technology and/or data base management systems.
• Project and task management: Exhibits good organizational and problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has the ability to manage multiple tasks, prioritize own work and work of internal clients, and complete tasks within agreed schedule institutional policies, processes, and procedures.
• Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people and can apply them in routine situations.
• Versatility and adaptability: demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology. Can proactively identify, prevent, and solve problems. Able to participate in change activities and             initiatives.
• Client Orientation: Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client-related issues. Displays understanding of relevant internal and external factors and their impact on clients.
• Ability to develop good working relationships with internal/external clients.
• 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: Demonstrates tact and judgment, good listening, and communication skills. Exhibits interest in learning, enhancing one’s abilities, and sharing knowledge.
• Business Judgment and Analytical Decision Making: Demonstrates basic information retrieval and organization skills and seeks guidance in complex situations.

Selection Criteria

• Bachelor’s degree with 6 years of experience or equivalent combination of education and experience; a certificate in Secretarial Practice or equivalent is desirable.
• Prior experience in the areas of logistics/project management will be very useful.
• At least 3-5 years of relevant experience; experience working for a diplomatic agency or development organization will be a strong plus
• Excellent written and spoken English and proficient in Spanish.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29357&site=1