Senior Executive Assistant

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Job Description

The World Bank’s GCC Country Department is the principal liaison between the World Bank and the six Arab States of the Gulf Cooperation Council, namely Bahrain, Kuwait, Oman, Qatar, Saudi Arabia and the United Arab Emirates. The GCC Country Department facilitates the provision of Reimbursable Advisory Services (RAS) from the Bank to the GCC countries, the GCC Secretariat and GCC affiliated institutions. The GCC Country Department is managed through four offices: a Regional Office in Riyadh, KSA, a Country Office in Kuwait, a Country Office in Abu Dhabi UAE, and an HQ unit in the World Bank HQ in Washington, D.C.
Roles and Responsibilities:
The Senior Executive Assistant will be expected to handle a variety of concurrent activities and competing demands in a fluid and fast-paced environment, including the following duties:
  • Perform with a high degree of efficiency, discretion and judgment to provide a wide range of executive assistance to the Director, especially in the areas of managing priorities, and work flow; staff interaction with the Director; screening of all in-coming documents; screening, prioritizing and following up on emails and phone calls and ensuring the smooth delivery of services.
  • Ensure all documents requiring signature are of high quality and adhere to administrative operational guidelines.
  • Routinely prepare correspondence on a range of topics on behalf of the Director and prepare minutes of meetings.
  • As the first point of contact for the Director, keep abreast of and maintain sufficient working knowledge of the tasks being performed in each unit with an ability to independently respond to inquiries and exercise strategic thinking and decision-making skills to address clients within and outside the Bank.
  • Use judgment, tact, diplomacy and discretion in answering and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters; make decisions when multiple courses of action are possible.
  • Coordinate the time management and scheduling on behalf of the Director, to include effective prioritizing and resolving related conflicts and competing demands.
  • Gather and collate materials and prepare mission briefing materials and binders for the Director’s schedule of meeting.
  • Handle logistics of Director’s mission travel. Handle logistical planning for meetings or equivalent events held in the office or sponsored by the office.
  • Support the management team of the MNC05 as well as work collaboratively with others in diverse work groups/teams/task forces.
  • Ensure smooth operation of office and administrative support by maintaining and coordinating general office procedures and guidelines and ensure their dissemination across the function to enable efficiencies and consistency.
  • Identify potential areas for improvement and develop solutions, in coordination with the support staff of the units within the MNC05.
  • Coordinate with the EAs of the other Offices to ensure alignment with processes and procedures.
  • Supervise and coordinate the day-to-day operations of the drivers and messengers.
  • Play an HR proxy role in coordination with the HR business partner.
  • Take up the role of Leave and Attendance Record System (LARS) for CMU staff mapped to Riyadh Country Office.
  • Inspire trust by keeping others informed via timely dissemination of relevant information, reports, etc.
Selection Criteria:
  • Bachelor’s degree with at least seven years of relevant experience, preferably with international development organizations.
  • Ability to process, handle, and communicate matters of a sensitive and confidential nature with a high degree of judgement and maturity.
  • Excellent interpersonal and communication skills, including ability to speak articulately and to write clearly, precisely and concisely for various audiences, and strong ability to work within a team environment.
  • Excellent organizational, administrative, and time management skills with proven ability to work promptly and efficiently under pressure and meet tight deadlines.  Ability to shift gears at short notice to work on a wide range of assignments, remaining flexible and effective with a clear understanding of objectives to be achieved.
  • Strong written and verbal communication skills and ability to reorganize, edit and draft a variety of documents.
  • Strong interpersonal skills and ability to deal tactfully, diplomatically, and effectively with internal/external contacts at all levels in a multicultural environment. Demonstrated ability to independently respond to extensive and diverse inquiries and make decisions when multiple courses of action are possible.
Required 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 effectiveness.
  • 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.
  • Office Administration – Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the unit’s administrative work distribution in support of the implementation of the units work program.
  • Establish and maintain an effective network of contacts both within MNC05 and throughout the Bank Group to ensure effective liaison in support of business needs.
Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25641&site=1

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