Senior Office Administrator

IFC Brazil is seeking applications for an experienced Senior Office Administrator to join our team at IFC in Sao Paulo. The ideal candidate will be responsible for overseeing the recruitment process for new Administrative Support Staff (ACS), supervising the ACS team, driver, office cleaning staff (outsourced) and serving as the primary point of contact between Flytour and São Paulo office. Additionally, the Senior Office Administrator will play a key role in coordinating and supporting the office relocation process, working closely with the facilities team to ensure a smooth transition.

Roles And Responsabilities:

• Lead the recruitment process for new Administrative Support Staff (ACS), including screening, interviewing, and onboarding.
• Develop and implement effective onboarding procedures to ensure new hires are integrated smoothly into the team.
• Supervise and manage the ACS team, ensuring that daily operations run smoothly and efficiently.
• Provide guidance, training, and support to the ACS team, fostering a collaborative and productive work environment.
• Act as the primary liaison between Flytour and the São Paulo office, facilitating effective communication and collaboration.
• Address and resolve any issues or concerns that may arise between the two entities.
• Participate in the São Paulo office relocation process, handling relevant tasks and coordinating with the facilities team.
• Ensure that all aspects of the move are managed effectively, including space planning, resource allocation, and minimizing disruption to operations.
• Support office management functions, including maintaining office supplies, managing budgets, and improving operational processes.
• Work closely with the facilities team on office maintenance, safety, and space optimization initiatives.
• Advising and assisting the IFC Senior Country Officer and Regional Director, in office management and administration such as front desk/reception, facilities, drivers and cleaners/tea service.
• Procuring general office services (supplies, rentals, travel) and maintenance of office (office premises, vehicles, equipment, and furniture); and negotiating contracts with vendors and suppliers.
• Coordinating high level visits, workshops, conferences, retreats, and other events, as required.

Selection Criteria:

• Minimum of bachelor’s degree in business or economics
• At least 5 years of relevant experience.
• Proven experience in office administration, with a focus on recruitment and team supervision.
• Strong leadership and communication skills, with the ability to manage a diverse team.
• Excellent organizational and multitasking abilities.
• Experience in project management or office relocation is a plus.
• Proficiency in both English and Portuguese.
• Versatility and adaptability: demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures, and technology.
• Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Be able to manage multiple tasks, prioritize the work of internal clients and complete tasks within agreed schedule institutional policies, processes, and procedures.
• Identify, prevent, and/or 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.
• Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
• Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
• Demonstrates tact and judgment, good listening, and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.
• Demonstrates basic skills in information retrieval and organization, seeks guidance in complex situations.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29067&site=1