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Assistant Project Manager, Mail & Shipping Services

Job #: req11788
Organization: World Bank
Sector: General Services
Grade: GE
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Washington, DC,United States
Required Language(s): English
Preferred Language(s):
Closing Date: 5/14/2021 (MM/DD/YYYY) at 11:59pm UTC


Description

THE WORLD BANK GROUP'S VISION AND STRATEGY

Established in 1944, the WBG is one of the world's largest sources of funding and knowledge for development solutions.  The vision of the WBG is to eradicate extreme poverty by reducing the number of people living on less than US$1.90 a day to three percent by 2030 and to promote shared prosperity by fostering the income growth of the bottom 40 percent in every country.

The WBG is governed by over 180 member countries and delivers services out of over 130 offices with nearly 15,000 staff located globally.  The WBG consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID).

For the diverse workforce of the WBG, integrity, ethical behavior and decision making, and adherence to corporate values are core to the success of these goals.  The WBG’s core values are impact, integrity, respect, teamwork and innovation.  The core values reflect what the WBG stands for, how staff treat each other, and how the WBG treats is partners and clients. 

GLOBAL CORPORATE SOLUTIONS

Reporting to the Managing Director and World Bank Group Chief Administrative Officer, Global Corporate Solutions (GCS) brings together the functions of Corporate Security, Corporate Real Estate, and Corporate Services.  

ABOUT THE UNIT

The Corporate Services (GCSCS) unit within GCS provides services to the World Bank Group in the areas of Travel and Visa services; Translation and Interpretation; Creative Services (which includes Printing Services; Graphic Design, and Editorial Production & Publications); Food and Conference Services, and Audio Visual Services; Mail & Shipping; Staff Services (which includes: Fitness Center, Child Care, and Commuter Services);  and the Art Program. The unit also provides administrative support/oversight to the WBG Family Network  and the 1818 Society, and is responsible for setting the policy framework and service standards, and for delivering services through a combination of staff and vendors at WBG headquarters (HQ) in Washington, DC and in Country Offices.  GCSCS has about 130 staff and about 1,000 contractors. 

Having gone through an internal reorganization, GCS is now implementing a large-scale change program, focused on taking service delivery to the next level, becoming more agile and responsive, and providing value for money, including continual benchmarking of services against external comparators and simplifying and integrating products and services to better serve staff and clients.

To achieve its purpose, GCSCS has restructured the overall work program into two main divisions with an objective of providing seamless services to staff and clients: (I) Travel and Client Services (GCSTC), and (II) Business Services (GCSBA). GCSCS also has the GCS Service Desk and Business Unit support team in Chennai.

The GCS Mail and Shipping Unit (GCSMS) is part of GCSTC and is responsible for all mail services originating from and received at the WBG’s headquarters, coordinating between GSCMS locations in Landover, MD and the WBG’s main campus in Washington, DC. GCSMS handles all mail, messenger, courier, diplomatic pouch, freight, and household goods shipment services, as well as headquarters office supplies contract and aspects of asset management. Many of these services are provided through contracted vendors.

GCSMS is recruiting an Assistant Project Manager to work closely with the Senior Program Manager and Senior Project Manager. The position will be involved in all inbound and outbound GCSMS activities. The position will be responsible for active management of all items received or moved inbound and between WBG headquarters locations. In addition to receiving and distribution functions, this role is responsible for the oversight of asset disposal, biohazard screening services, and supporting household goods shipping services.

Responsibilities

•Oversee all aspects of GCSMS operations between Landover Service Center (LSC) in Maryland and WBG main campus in Washington, DC.

•Supervise and coach GCSMS contractors to maintain and develop their skills.

•Provide supervisory oversight for multiple vendor contracts: mail services, asset disposal, household shipping, biohazard screening, and trucking services.

•Manage performance and compliance under GCSMS contracts. Develop service level agreements (SLAs) and key performance indicators (KPIs) for contracts. Implement, develop, and revise GCSMS processes and procedures as necessary.

•Coordinate vendor activities, including service delivery, customer service, invoice approval and payment, and cost recovery processes.

•Assure all tracking systems data is accurate throughout the supply chain process and make recommendations on systems enhancements based on WBG requirements.

•Coordinate, prepare agendas, and lead monthly and quarterly business review meetings with all vendors.

•Provide input to GCSMS budget development. Propose initiatives, including cost benefit analysis. Monitor the GCSMS budget, including updates and revisions for GCSMS quarterly reviews.

•Resolve contract disputes and or claims having financial or operational impact on business processes or service delivery (major issues to be handled by Senior Program Manager/Senior Project Manager/Corporate Procurement).

•Prepare statements of work (SOWs) for contractual bids/rebids through Request for Proposals (RFPs) or other means as and when needed.

•Develop/revise GCSMS business continuity plan and monitor and report on related risks as needed.

Selection Criteria

•Master’s degree, with 2 years of experience or equivalent combination of education and experience. The equivalent combination could be a Bachelor’s degree with at least 5 years of relevant experience in the mail services industry, or other equivalent combination of education and industry experience.

•Extensive knowledge of the range of mail services and associated operational processes and systems.

•Strong inter-personal skills, ability to interact effectively with clients and colleagues from various cultural backgrounds.

•Strong customer orientation and ability to deal with sensitive issues with tact, discretion, and diplomacy.

•Ability to support a variety of programs concurrently while under time constraints.

•Ability to work well within a team environment.

•Strong problem-solving and critical thinking skills.

•Strong project management skills.

•High level of personal motivation, eagerness to take new initiatives, and ability to work autonomously with limited supervision.

•Strong organizational skills, meticulous attention to detail, and ability to prioritize and meet multiple deadlines.

•Excellent oral and written communication skills.

•Strong presentation skills.

WBG Values Competencies:

•Commitment to innovation: learning and adapting to find better ways of doing things.

•Highest personal integrity and sound judgment with demonstrated ability to handle confidential matters in a discreet and respectful manner.

•Respect and compassion for individuals and the WBG, its mission, objectives and values.

•Commitment to diversity, equality and inclusion, and sensitivity to the WBG’s distinctive demographic and cross-cultural context and influences.

•Ability to inspire trust, to build effective work relations with internal clients and colleagues, and to listen patiently and empathetically without forming hasty judgments.

General competencies:

•Initiative – Self-motivated to pursue new opportunities to enhance the traveler experience/travel program

•Flexibility - Demonstrates the ability to adapt plans, tasks and resources to meet objectives and/or work with others.

•Analytical Research and Writing - Able to undertake analytical research on topics requested by others.  Shares findings with colleagues and other relevant parties.

•Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.

•Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve   agreed- upon results and has the personal organization to do so.

•Teamwork, Collaboration and Inclusion - Collaborates with other team members and colleagues across units and contributes productively to the work and outputs of the team, as well as partners’ or stakeholders’, demonstrating respect for different points of view.

•Growth-mindset and Agile – Proactively action-oriented and outcome-focused. Proposes and implements strategic and practical adjustments to ensure optimal client service and maximum impact.

•Knowledge, Learning and Communication - Actively seeks the knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear, accurate and organized manner with exceptional attention to detail.

•Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.

Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.