Senior Executive Assistant

The World Bank Group

Established in 1944, the World Bank Group is one of the world’s largest sources of funding and knowledge for development solutions. As one of the premier global development organizations, the World Bank has a critical role in assisting countries to reach their development goals. Owned by 188- member countries, the World Bank’s mission is to fight poverty with passion and professionalism for lasting results. Located in over 130 country offices and its Washington, DC headquarters, the Bank has more than 10,000 employees worldwide. To respond to fast changing and increasingly diversified needs of its clients, the Bank needs to attract, develop, deploy, and retain a world-class group of diverse and talented employees.

The East Asia Pacific Region

• We need the greatest talent focused on our region to harness the potential and innovation happening across the continent. East Asia and Pacific (EAP) has made the fastest progress in economic growth and poverty reduction of any region in the last quarter-century. At present, the region remains one of the main drivers of the world economy, accounting for nearly two-fifths of global economic growth!
• Despite this progress, the region still faces huge development challenges. A large portion of the region’s population remains vulnerable to income shocks, including from a global economic slowdown, changing global and regional value-chains, and climate-related risks.
• Are you ready to make an impact? We are looking for dedicated professionals to join our innovative and diverse group of people to improve people’s lives!

Country and Unit Context

• Indonesia’s portfolio consists of 33 active projects with approximately $9.6 Billion in commitments as of September 1, 2024.  There are approximately 182 full time staff and more than 300 consultants working in Jakarta, making this one of the largest World Bank country offices outside of HQ.
• In addition to Indonesia, the Country Management Unit (CMU) covers Timor-Leste. The Timor-Leste portfolio has 6 active projects with $290 million in commitments. There are 16 staff and 16  consultants in the Dili office.
• The World Bank Office in Jakarta (WBOJ) has a vacancy for a  Senior Executive Assistant, who will provide comprehensive administrative and executive assistance to the Country Director and Country Management Team. We are looking for a results-oriented team player who is adaptable to changing business needs and capable of contributing to the country management unit’s effectiveness and success. This individual should possess a   high degree of initiative, proven ability to handle multiple demands of a dynamic and evolving office, demonstrated reliability and resourcefulness combined with excellent work ethics, strong interpersonal skills, and commitment to work in a team-oriented, multi-cultural environment. In addition, this position requires someone who has strong administrative team leadership, proficient with office and administrative resources management, well-organized and with a strong attention to details.
• The following role and responsibilities require a motivated and mature individual who can optimally work  with teams across departments in different geographic locations.

Duties and Responsibilities: 

Executive Assistance to the Country Director (approx. 75% of time)

• Responsible for highly proactive time, travel, and calendar management for the Country Director (CD), including effective prioritization and resolution of related conflicts and competing demands.
• Ensures all scheduled meetings have correct facilities in place and that all related information and rescheduling is updated on the Country Director’s and participants’ calendars.
• Provides all-encompassing administrative support to the CD, working closely with the Special Assistant and other FO staff and/or Portfolio staff, to ensure efficient workflow and operation in the office.
• Acts as a back-up to the Program Assistant for Portfolio and Operations in providing support to the Operations Manager.
• As the Front Office’s administrative point of contact for the Management Team, stays on top and maintains knowledge of the tasks being performed by the Management team with an ability to independently respond to inquiries and exercise critical thinking and decision-making skills.
• Uses judgment, tact, diplomacy, and discretion in answering and/or directing inquiries to appropriate sources and in dealing with sensitive or highly confidential matters; make decisions when multiple courses of action are possible.
• In consultation with the Special Assistant to the CD, screens and prioritizes invitations received for the CD and senior management (e.g. for speaking engagements) and makes recommendations to the CD.
• Ensures quality assurance of all documents requiring the Country Director’s signature, originating from the Jakarta and Dili offices.
• Works closely with the Special Assistant to draft/finalize correspondence and presentations and provides general research support on a range of topics utilizing relevant means.
• Liaises with senior officials both inside and outside the World Bank Group including a wide variety of high-level contacts in government offices, international organizations, civil society organizations and the private sector.
• Establishes and maintains contacts with executive assistants of all relevant senior government officials, development partners, embassies, etc., relevant for the communications of the CD.
• Organizes and coordinates relevant briefing or background materials for meetings. Screens and prioritizes incoming correspondence and messages, independently responds to diverse inquiries.
• Keeps relevant parties informed of actions taken by the Country Director by providing pertinent      information, reports, or status updates and ensures that management decisions are properly communicated, carried out and delivered in a timely manner.
• Supports staff acting as CD when the CD is traveling, ensuring seamless execution of the Country Director’s responsibilities.

Management of Jakarta office ACS team (approx. 5% of time)

• Works in partnership with the Operations Manager to manage the Administrative and Client Support (ACS) staff in Jakarta office.
• Advises the Operations Manager on training and rotations of the ACS staff in the Jakarta office.
• Serves as a mentor for the ACS staff in Jakarta.
• Organizes and chairs regular ACS meetings in Jakarta and periodically by VC with the ACS teams in Jakarta and Dili, to ensure effective sharing of key information relevant to the work of the ACS team.
• Coordinates closely with HR colleagues and the Operations Manager on a range of issues, including recruitment of the ACS staff and Short-Term Temporary staff and review of job posting/selection communication.
• Provides leadership for the ACS staff in the Jakarta office, working closely and reporting to the Country Director and Operations Manager on the ACS – related issues. Administers and coordinates the ACS work arrangements in the Front Office, with fully functioning back-ups.
• Represents the Jakarta office ACS staff in the East Asia and the Pacific Region’s (EAP) ACS Leadership Team. Collaborates with the other ACS leadership team members in the EAP region.

Senior Visits, Events and Annual/Spring Meetings (approx. 20% of time)

• Works with key members of the CMU leadership team and Senior External Affairs Officer for senior visits to Indonesia, including the President, Managing Directors, Vice-Presidents, and other senior Bank officials.  Key areas of responsibility will be as assigned by the CD, but will likely include drafting of external correspondence related to the visit, managing agenda including liaison with external parties, and ensuring complete accuracy between logistics arrangements and the visit program through close cooperation with the other teams.
• Supports the DC-based team’s production of briefings for the Annual and Spring Meetings and other senior level meetings by providing biographies and other relevant local information.  Liaises with government delegations on the program and other details as requested by the Country Director or Senior Country Officer
• Prepares and provides support in organizing CMU events (meetings, retreats, workshops, seminars, and donors’ meetings). Handles logistical planning for senior management visits, as well as office events held by the CMU.

Selection Criteria

Minimum Education

• A Diploma (D3) with minimum of 8 years of relevant office administration experience, preferably with a large multinational organization or international development organization.

Essential Specialized Skills/Knowledge/Competencies

• Have good understanding of the development context in Indonesia demonstrated by professional experience working with government, donors, and development agencies.
• Ability to work with a high level of discretion in providing wide-ranging executive assistance to the Country Director.
• Extensive and diverse experience within the World Bank Group or similar large organization, with an in-depth knowledge of the full range of Bank Group or large institution processes, technologies, policies, and procedures, particularly regarding institution-wide decision-making functions.
• Ensures adherence to relevant guidelines and overall quality of inputs.
• Effective analytical, research, and problem-solving skills.
• Excellent flexibility and ability to work in a team-oriented multi-cultural environment, as part of a team, and to work collaboratively with a range of other program stakeholders.
• Proactive attitude, a self-starter, outstanding interpersonal and leadership skills, and ability to work with staff at all levels (inside and outside the World Bank Group), with demonstrated ability to respond and deal effectively with diverse situations.
• Flexibility and willingness to work long hours and weekends when necessary.
• High level of adaptability, resourcefulness, and initiative
• Demonstrates strong reporting and problem-solving skills.
• High degree of judgment, tact, integrity and diplomacy, substantial expertise in dealing with confidential data and frequent sensitive and confidential information within the World Bank Group and the international community.
• Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; proofreading/editing materials using proper grammar, punctuation, and style.
• Demonstrated ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29179&site=1