Senior Executive Assistant

  • Full Time
  • Kathmandu
  • Applications have closed

The World Bank

JOB OPPORTUNITY

Senior Executive Assistant

Job #: req11277
Organization: World Bank
Sector: Administration/Office Support
Grade: GD
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Kathmandu,Nepal
Required Language(s): English, Nepali
Preferred Language(s):
Closing Date: 3/31/2021 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. For more information, please visit www.worldbank.org.

Maldives-Nepal- Sri Lanka CMU:

As part of the South Asia Region (SAR), the SACSN Country Management Unit (CMU) is responsible for overseeing the World Bank’s programs in Maldives, Nepal and Sri Lanka. The CMU is led by the Country Director based in Kathmandu, Nepal; supported by the Operations Manager (OM) in Kathmandu; Country Manager for Maldives and Sri Lanka based in Colombo; and the Senior Country Officer in Washington DC. The Sri Lanka Country Office in Colombo has approximately 60 staff and is headed by the Country Manager for Maldives and Sri Lanka, overseeing day-to-day management of the World Bank’s country programs for Sri Lanka and Maldives.

Maldives:

The Maldives is an island nation comprised of many islands and atolls dispersed in the Indian ocean. It is made up of 1,190 small coral islands of which 190 are inhabited by a local population of 340,000 individuals. With more territorial sea than land, marine resources have played a vital role in shaping economic development, with nature-based tourism and fisheries as key drivers of economic growth. The current active World Bank portfolio in Maldives comprises three IDA projects with a net commitment value of $104 million and one IDA guarantee operation of $16 million – supporting education, environmental management, renewable energy, disaster risk management, macro-fiscal and public financial management.

World Bank in the Maldives: https://www.worldbank.org/en/country/maldives

Nepal:

The Nepal program has a considerable increase in IDA lending with a portfolio value at about USD3.0 + billion (including both IDA credits, Regional IDA credits and trust funds). Nepal is implementing the new Country Partnership Framework (CPF) for next five years starting FY2019 with priority in three focus areas: (1) Public institutions and policies, (2) Growth and employment, and (3) Inclusion and resilience. The World Bank country program provides financial support and technical advisory services across a broad range of sectors, with focus in infrastructure, energy, human development services, climate and disaster risk management. In addition, the priority of the program is also to support implementation of federalism. World Bank assistance is channeled through government agencies for agreed development priorities. Technical Teams from the World Bank are drawn from staff in the Kathmandu Office and from around the world.

World Bank in Nepal: https://www.worldbank.org/en/country/nepal

Sri Lanka:

The World Bank has been assisting Sri Lanka in developing and delivering appropriate solutions to the Country. Under the World Bank Group Country Partnership Framework (CPF) FY17-20 (which was extended till FY21), our program focuses on three areas: (i) macro-stability and competitiveness; (ii) inclusion and opportunities for all; and (iii) green growth, environmental management, and climate change adaptation and mitigation potential. There are currently 19 active projects in Sri Lanka, with total net commitment of US$ 2.365 million – covering a wide range of sectors including transport infrastructure, urban development, climate resilience and disaster risk management, rural development and community livelihoods, human development, and financial and private sector.

The World Bank in Sri Lanka: https://www.worldbank.org/en/country/srilanka

The Nepal Country Office (NCO) is seeking applications from qualified candidates for the position of a Senior Executive Assistant in the Maldives-Nepal-Sri Lanka Country Management Unit (CMU). S/he will be based in Nepal and will report to the Country Director (CD) based in Nepal responsible for her/his performance evaluation. The CD is responsible for supervising and monitoring of her/his technical and professional development. The successful candidate will be required to work with high level of discretion in providing wide-range of comprehensive, executive, administrative and proactive assistance to the Country Director in setting and managing priorities of the Country Director’s Office as well as proactively coordinate administrative work within the CMU.

Roles and Responsibilities:

Support to the Country Director:

Provide full administrative support to the Country Director independently and professionally. Handle the Country Director’s schedule, make travel arrangements, prepare mission and meeting/briefing materials, monitor workflow and proactively alert the Country Director on important issues and action items. Liaise with other Units and staff for information and follow up actions necessary to facilitate decision making of the Country Director. Serve as first point of contact and liaison of both internal and external clients. With the Country Director’s heavy workload as generated by her/his complex responsibilities, the Senior Executive Assistant will be dealing with complex issues and will be expected to handle multiple tasks often at short notice. Provide immediate and clear guidance to inquiries and demands from both external and internal partners with tact, diplomacy and accuracy.

1. Management and Administration of the ML-NP-SL Front Office:

  • Serve as the CMU’s focal point in the dissemination of information, compliance to administrative guidelines and adherence to business protocol. Coordinate with CMU at World Bank Headquarters in Washington, D.C., USA; arrange CMU meetings, create and promote collaboration, quality work, and development of team members within the CMU. Mentor and guide junior Administrative Client Support (ACS) staff in the CMU in Nepal on the Bank structure and processes as well as the general office procedures and ethics.
  • Assume quality control responsibility for reviewing letters submitted to the Country Director’s signature for their format and compliance with institutional guidelines, clearances and protocol. Guide staff on official formatting and standard protocol in processing executive correspondence and briefing materials. Monitor correspondence and ensure replies are processed in a timely manner.
  • Assume primary responsibility for effectively organizing and coordinating the administrative functioning of the ML-NP-SL CMU, for establishing and implementing general office procedures and guidelines. Routinely participate in management meetings, drafts/finalize correspondence on a range of topics on behalf of Country Director and prepare minutes of meetings. In addition, draft/finalize correspondence on a range of topics on behalf of the Country Director.
  • Work with the highest level of discretion in providing support to Front Office in general and specifically to the Country Director in the handling of confidential correspondence.
  • Regularly deal with multiple tasks and ensure that all of the management decisions are being properly carried out and products are delivered in a timely manner.
  • Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
  • As the ML-NP-SL focal point and with the view to ensure an adequate burden-sharing, she/he maintains effective work relationships and close coordination with the Program Assistant of the CMU at HQ, for the purpose of the planning and coordination of work and activities of the Front Office. At the same time also maintain good relationship and continuous coordination with the full CMU HQ Anchor Unit.
  • Coordinate visit of the SAR Vice President and other high officials of the Bank.

2. Signing Coordinator:

  • As signing coordinator, s/he interacts and discusses with officials of the Governments of Maldives, Nepal, Sri Lanka regarding logistics of the signing, checks and verifies that the legal documents are ready and complete, liaises/assists/provides necessary support to Government counterparts, coordinates timely signing by both parties and ensures proper and timely distribution of documents.
  • Apply WB Records Information Management (RIM) policy, ensuring that documents are appropriately filed in the WBDocs system, disposed of in a timely manner or sent to archives.

Selection Criteria

  • Minimum Requirement: Bachelor’s degree with 3 years of relevant experience, or, equivalent combination of education and experience.
  • Knowledge and application of World Bank or other international organization’s administrative and/or operational policies and procedures to ensure adherence to relevant guidelines and overall quality of outputs.
  • Experience in the full range of office support work, with a high level of sustained performance.
  • Strong written and verbal communication skills in English and Nepali to draft routine correspondence for Country Director’s approval and signature.
  • Demonstrated ability to ensure total discretion, confidentiality and strong personal ethics.
  • Excellent knowledge of Microsoft and World Bank software applications: Outlook, Word, Excel, Powerpoint, Operations Portal, etc.

Required Competencies

  • Deliver Results for Clients: Includes client orientation and results orientation with a focus on accountability and creating an impact on the mission: Takes full ownership to address client needs.
  • Collaborate Within Teams and Across Boundaries: Includes teamwork and collaboration as well as inclusion and a commitment to One WBG: Contributes to wider collaborative efforts.
  • Lead and Innovate: Includes concepts of personal leadership, initiative, innovation, and adaptability: Initiates changes to work processes to improve efficiency and performance
  • Create, Apply and Share Knowledge: Includes the development and sharing of knowledge, as well as networking, mentoring others, and developing self and others to create a greater contribution to achieving WBG goals: Actively promotes knowledge-sharing.
  • Make Smart Decisions: Includes analytical thinking, judgment, risk taking, and focus on empirical data, but also the ability to make decisions and take action: Analyzes data to support and enable decision-making.

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