Do you want to build a career that is truly worthwhile? Working
at the World Bank Group provides a unique opportunity for you to help our
clients solve their greatest development challenges. The World Bank Group is
one of the largest sources of funding and knowledge for developing countries;
a unique global partnership of five institutions dedicated to ending extreme
poverty, increasing shared prosperity and promoting sustainable development.
With 189 member countries and more than 120 offices worldwide, we work with
public and private sector partners, investing in groundbreaking projects and
using data, research, and technology to develop solutions to the most urgent
global challenges. For more information, visit www.worldbank.org
Regional Context
The World Bank Group serves 30 client countries in the
Latin America and the Caribbean Region (LCR). Clients range from large
rapidly growing sophisticated middle-income clients to IDA countries to small
Caribbean states to one fragile state. Despite immense resources, deep
inequalities persist in most LCR countries, with nearly a quarter of the
Region's people living in poverty. The Bank's strategy in LCR is focused on
five pillars: (a) stimulating growth and improving competitiveness; (b)
reducing poverty and inequality; (c) making governments and institutions work
for people; (d) providing a platform for tackling global issues (climate
change, trade, disease, migration); and (e) reducing risk, whether from
extreme weather events, climate change, crime and violence, or other. During
the ongoing COVID-19 crisis, LCR’s strategy is being adjusted to help
counties respond to unprecedented health and economic crisis by saving lives;
protecting poor and vulnerable people; ensuring sustainable business growth and
job creation; and strengthening policies, institutions, and investments. The
Bank will support countries in pursuing a green, inclusive, and resilient
recovery.
CMU
and Country Office Context
The LC1 Country
Management Unit (CMU) is comprised of Mexico, Colombia and Venezuela. The
Country Director (CD) is based in a decentralized office in Mexico City,
supported by the Operations Manager, also based in Mexico City and an office
in Bogota, Colombia, headed by a Country Manager. The LCCCO CMU is searching
for an Executive Assistant (EA) to provide high quality administrative
support to the Colombia Country Office, particularly in supporting the CMU
activities in managing the country program implementation as well as other
tasks detailed in this TOR. The Executive Assistant reports directly to the
Country Manager.
Roles & Responsibilities:
The primary responsibilities of the Executive Assistant will be
to provide comprehensive administrative and proactive executive support to
the Country Manager and other members of the CMU based in Bogota.
Demonstrated maturity, excellent communication skills, and ability to work
independently are paramount pre-requisites for the position, given the high
visibility of the Country Program and the substantial interaction required of
the team with internal interlocutors (including WB Senior Management) and external
interlocutors (including Government, other Development Partners, Civil
society).
Specifically, s/he will be responsible for the following:
Time Management and Executive
Assistant Support:
- Work with a high level of discretion in providing wide-ranging executive assistance in setting and managing priorities and the workflow of the Country Manager.
- Coordinate the Country Manager's schedule of meetings and appointments to ensure effective time management; screen, track, prioritize and follow-up all incoming email and documents, preparing responses as requested.
- Ensure relevant background documents and papers are available for meetings, deadlines are met, and documents requiring signature are of high quality and adhere to administrative and operational guidelines.
- Prioritize and channel telephone calls and mail; monitor and follow-up on issues and priorities, ensuring that appropriate consultations take place.
- Attend meetings as necessary and ensure appropriate follow-up.Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the Country Manager’s signature.
- Responsible for minute taking at Office Management Team meetings, Crisis Management Team and other meetings, as necessary
- Provide administrative support for the Country Manager’s travel, including arranging travel, accommodation, handling expenses reports, etc.
- Provide executive assistant support to the Country Director and/or VIP officials, when visiting Haiti.
Representation Contacts and
Liaison:
- As the first line contact with an extensive network of officials and dignitaries at the most senior level (both internal and external), the Executive Assistant will be expected to exercise judgment, tact and discretion in answering and or redirecting inquiries to appropriate sources; and in appropriately dealing with sensitive or highly confidential matters.
- Establish and maintain a database of an effective network of contacts both inside and outside the LCCHT Front Office to ensure effective liaison in support of office needs.
- Acts as a conduit between management and other staff and ensures flow of communications within the office.
- Helps build and maintain a database with an effective network of contacts with government officials, donors, civil society, academia, business, HQ, and other country offices.
Overall Coordination of
Administrative and Client Support (ACS) staff workflow:
- Responsible for maintaining overview of the Administrative and Client Service (ACS) staff work program and workload by collaborating and coordinating with task team members on scheduling and resolving work priorities and coordinating ACS back-up and leave plans.
- Oversees ACS staff including coaching, training and mentoring.
- Provides overall guidance and feedback to ACS staff as part of the Performance Management process.
- Coordinates with Management and ACS Regional Learning Coordinator on available learning resources.
Support to Country Office HR
Administration:
- Under the guidance of the HQ HR team, support the timely implementation of HR processes in the Country Office, including time recording, leave requests, etc.
- Coordinates logistics for recruitment and appointment of all local hires.
- Participates in the ACS staffing discussions and in the recruitment and selection of ACS, including organizing short listing and interview panels.
- Provides orientation and guidance for new locally recruited staff.
- Coordinates logistics for the Performance Management process for the Country Office.
- Coordinates the Relocation and onboarding of International Staff (working in partnership with Global Mobility Center).This includes providing necessary information orientation on office organization. Orients new staff regarding the Country Office’s work guidelines.
- Provides logistical support for staff leaving the office, in accordance with exit procedures.
Institutional and Regional
responsibilities:
Actively participates as a member of the ACS Regional Leadership Team in implementing regional ACS initiatives.
Organizes and/or coordinates major events and learning programs (conferences, workshops, donor meetings, retreats and training programs).
Participates in the LCR ACS cross-regional initiatives.
Participates in applicable institutional/corporate activities outside the Country Office.
Other duties as applicable.