Apply for Senior Executive Assistant, Washington, United States Job Vacancy | Position

Senior Executive Assistant

Job #: req30842

Organization: World Bank

Sector: Administration/Office Support

Grade: GD

Term Duration: 4 years 0 months

Recruitment Type: Local Recruitment

Location: Washington, DC,United States

Required Language(s): English

Preferred Language(s): Closing Date: 1/1/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you need to construct a profession that’s actually worthwhile? Working on the World Bank Group gives a singular alternative for you to assist our purchasers remedy their biggest growth challenges. The World Bank Group is without doubt one of the largest sources of funding and data for growing international locations; a singular international partnership of 5 establishments devoted to ending excessive poverty, growing shared prosperity and selling sustainable growth. With 189 member international locations and greater than 120 workplaces worldwide, we work with private and non-private sector companions, investing in groundbreaking tasks and utilizing information, analysis, and expertise to develop options to essentially the most pressing international challenges. For extra info, go to www.worldbank.org.

Background and Description

At COP27 and CMA4, the Conference of the Parties (COP) to the United Nations Framework Convention on Climate Change (UNFCCC) and the Conference of the Parties serving because the Meeting of the Parties to the Paris Agreement (CMA) established funding preparations to help growing international locations significantly susceptible to local weather change. This determination established the Fund for responding to Loss and Damage (FRLD) to help growing international locations susceptible to the financial and non-economic impacts of local weather change, together with excessive climate and sluggish onset occasions.

At COP28 and CMA5, the COP/CMA formally authorized the Fund’s Governing Instrument, designating it as part of the UNFCCC’s monetary mechanism and putting it below the steering of each COP and CMA. The determination approved the Fund’s Board to safe a internet hosting association with the World Bank as an interim trustee for 4 years, which incorporates internet hosting the Fund’s secretariat (Secretariat). The World Bank has agreed to behave as trustee and administer the Trust Fund in keeping with the COP/CMA’s stipulations.

The Secretariat, hosted by the World Bank in Washington, D.C., and led by the Executive Director (ED), coordinates the Fund’s strategic actions throughout its governing our bodies, together with the Board, and the World Bank (as Trustee and Secretariat host), manages institutional relations with the Fund’s stakeholders, and drives thought management to ship the Board’s imaginative and prescient and insurance policies.

II. Purpose of the Role This Terms of Reference outlines the important thing obligations and {qualifications} for the Executive Assistant to the ED place. The position includes offering environment friendly and complete administrative and govt help to the ED, making certain easy operations of the workplace and supporting efficient workflow administration. The chosen candidate will likely be anticipated to reveal organizational abilities, discretion, and the power to deal with a number of priorities. The Executive Assistant will report on to the ED and work carefully with the management group and different administrative employees.

III. Key Responsibilities The key obligations embrace:

• Executive Assistance: o Act because the trusted advisory and level of contact for the Executive Director, offering unbiased {and professional} assist and managing an in depth community of high-level inner and exterior stakeholders with professionalism. o Strategically coordinate the ED’s calendar, together with scheduling advanced, high-priority appointments, conferences, and engagements. Proactively put together detailed agendas, background supplies, and briefing notes to make sure that the ED is well-equipped for all conferences. o Develop, implement, and preserve an efficient workflow system to watch, prioritize, and follow-up on duties, making certain seamless screening of paperwork, emails, and calls.
• Administrative Support:

o Oversee and optimize the ED’s workflow, proactively figuring out vital points that require speedy consideration and making certain decision inside agreed timelines. o Prepare complete briefing supplies, together with high-quality binders, shows, and summaries for conferences, conferences, and missions attended by the ED. o Maintain a complete doc administration system to facilitate environment friendly monitoring, submitting, and retrieval of important ED-related paperwork and supplies, fostering operational effectivity.

• Communication and Correspondence: o Monitor and handle the FRLD Secretariat electronic mail account, making certain immediate and acceptable response to enquiries, requests, and correspondences; and making certain that points are promptly escalated or redirected as essential. o Draft, proofread, and finalize a variety {of professional} paperwork together with correspondence, experiences, shows, making certain accuracy, consistency, and adherence to Secretariat protocols and institutional pointers. o Take full duty for assembly documentation by drafting concise and actionable minutes, making certain well timed dissemination, and sustaining an archive for institutional reminiscence.

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• Document and Data Management: o Ensure that each one paperwork requiring signatures are correct and cling to administrative and operational pointers. o Exercise discretion and sound judgment in dealing with confidential and delicate issues, sustaining the best requirements of belief and integrity.
• Travel and Events Logistical Support: o Manage end-to-end logistics for the ED’s missions, together with journey preparations and different occasions or conferences sponsored by the workplace. o Organize official occasions, conferences, and seminars, together with FRLD Board conferences, COP, UNGA, UNFCCC, and World Bank Group/IMF Annual and Spring Meetings, making certain all logistical features are flawlessly executed.
• Staff and Recruitment Support: o In collaboration with HR, facilitate recruitment processes, together with drafting job postings, scheduling interviews, and making certain confidentiality in dealing with candidate info. o Oversee onboarding processes for new employees, together with appointment, relocation logistics, and orientation actions, making certain a seamless transition into the group. o Manage contracts for STC/STT and distributors, making certain compliance with organizational insurance policies and well timed processing by way of the admin portal. o Serve as TRS and LARS coordinator, making certain correct and well timed reporting for the Secretariat.
• Ad-Hoc Tasks: o Perform different duties as assigned by the ED.

Selection Criteria

• Education and Experience: o Bachelor’s diploma with 10 years of expertise or equal mixture of training and expertise, together with expertise as an Executive Assistant in a world group. Relevant confirmed experience in managing confidential information and correspondence and important expertise in a client-facing position. o Extensive data of the organizational construction, and administrative and operational processes, insurance policies, and procedures of the World Bank Group (WBG).
• Skills and Abilities: o Communication: Excellent communication abilities, each oral and written (fluent in English; extra languages will likely be a plus), demonstrating sound judgment, tact, diplomacy, and confidentiality. o Technology and Systems Knowledge: Expertise in related software program purposes (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and techniques, with the power to prepare information and data retrieval techniques. o Multitasking and Proactiveness: Ability to prioritize duties, set up, coordinate, and monitor work distribution in a well timed method with minimal supervision. o Team Collaboration: Ability to work successfully in a team-oriented, multi-cultural atmosphere with competing actions and calls for.

World Bank Group Core Competencies

The World Bank Group presents complete advantages, together with a retirement plan; medical, life and incapacity insurance coverage; and paid depart, together with parental depart, in addition to cheap lodging for people with disabilities.

We are proud to be an equal alternative and inclusive employer with a devoted and dedicated workforce, and don’t discriminate based mostly on gender, gender identification, faith, race, ethnicity, sexual orientation, or incapacity.

Learn extra about working on the World Bank and IFC, together with our values and provoking tales.