Senior Office Administrator

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.

Role and Responsibilities:

Duties include but are not limited to:

• Advising and assisting the IFC Country Manager in the areas of office management and administration such as front desk/reception, travel desk, facilities, drivers and cleaner, kitchen, cleaning, utilities, office correspondences, etc.
• Act as the focal point at country level for the office renovation liaising with facilities department, local PMO and Architect
• Procuring general office services (supplies, rentals, travel) and maintenance of 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 Moroccan regulations.
• Handling visas processes, custom 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, required arrangements for high level visitors).
• Hiring and managing of local temporary support staff, as required.
• Coordinating high level visits, local conferences and events, as required.
• Drafting correspondence on a range of topics and ensure quality of documents requiring Country Manager approval and/or signature.
• Acting as Security Focal Point for staff and visitors; liaison with relevant Government/UN agencies, providers of medical and other emergencies services; Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team). The Senior Office Administrator will be the custodian for all physical assets, except IT.
• Maintaining various internal administrative and security guidelines and reports.
• Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team). The Senior Office Administrator will be the custodian for all physical assets, except IT.
• The Senior Office Administrator will work in close collaboration with IBRD Resource Management and Administration staff on a number of processes relating to building /facilities, and administration issues pertaining to the co-location of IFC and IBRD offices in Rabat.

Selection Criteria

• Relevant university degree and minimum 7 years of relevant work experience, or equivalent combination of education and experience.
• Demonstrated expertise in coordinating high-level missions, large-scale events and related procurement is highly desirable.
• Prior experience in the construction, building management or architecture industry is a substantial advantage.
• Experience working under pressure with a demonstrated capacity to multi-task, handle concurrent activities, and establish priorities.
• Demonstrated excellent analytical, administrative, and organizational skills, with attention to detail and accuracy. Sound judgment, resourcefulness, reliability, and high degree of adaptability.
• Excellent time management skills; ability to independently prioritize and multi-task. Flexibility in own schedule to accommodate unexpected work demands.
• Proactive attitude and adaptability as well as ability to anticipate and resolve issues.
• Proven ability to work independently and constructively in a fast paced and rapidly evolving business environment.
• Excellent interpersonal and teamwork skills – ability to effectively deal with counterparts at all levels. Responsiveness to client needs and to feedback.
• Professional demeanor and high level of discretion and judgement in handling sensitive and confidential matters.
• Commitment and motivation with ability to work effectively in a multicultural and multidisciplinary environment.
• Excellent communication skills in English and French (both oral and written), with the ability to draft a variety of correspondence, proofread, and edit materials.
• Advanced user skills of standard computer applications and proficiency in MS Office tools (including Words, Excel, Power Point and Remote Work tools and apps). Willingness and facility to learn new programs and applications as needed.
• Experience and ability to lead other administrative staff.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=28135&site=1