Job Details

Team Assistant/Receptionist

 Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, please visit www.ifc.org.

The IFC office in Warsaw is seeking to hire a bilingual (Polish-English), highly energetic and motivated Team Assistant and Receptionist, for a period of 3 (three) years. This is a unique opportunity for a motivated candidate to join a growing team and build experience within a global institution with an ambitious agenda in Poland.
The selected candidate will provide comprehensive administrative and logistics support to the IFC Country Officer and the IFC team in Poland, including accommodating IFC missions traveling to Poland on a temporary basis. Responsibilities will include managing phone call reception, handling incoming mail services, and coordinating external visits. The Team Assistant and Receptionist will perform a full range of office support tasks, including office administration and receptionist duties, while supporting processes and monitoring schedules related to the team's/unit's products and tasks. Additionally, the candidate may be assigned various operational functions of the unit, such as "Know Your Customer"

(KYC) compliance checks, portfolio monitoring, and reporting.  One of a key objective is to contribute to excellent teamwork across IFC and World Bank teams in the context of the new Joint Country Representation (JCR).
The position will report to the IFC Country Officer for Poland, who will provide supervision and guidance.

Duties and accountabilities : 

Team Assistant duties

• Provides administrative and client support to the IFC staff based in IFC Warsaw office; Maintains schedules, sets up meetings, searches contact information. 
• Drafts/translates a variety of routine documents, applying effective proofreading and grammar skills in English and Polish; assists in preparation of various presentation materials in Power point.
• Manages contacts of IFC officials with government authorities, non-governmental bodies, private sector, academia, and civil society.
• Assists in preparing projects documents, reports, memos, and other written materials and administrative work as needed.
• Coordinates with the World Bank office on administrative, finance, and IT issues; coordinates with other IFC offices in the Europe region and beyond and implement best practices in office administration.
• Perform Integrity Due Diligence (IDD) screening for new external counterparties and ongoing monitoring for existing ones.
• Serves as the primary liaison with the WFC building's main reception, security, and property representatives, ensuring the timely and accurate dissemination of important information to IFC staff and clients.
• Provides travel related logistics support to IFC staff in IFC Warsaw office.
• Provides support by organizing translation/interpretation services as requested.
• Provides logistical support to visiting missions and their project related travel in    coordination with other country offices in the Europe region and beyond.
• Assists in the coordination of administration/logistics for consultants hired on specific company/activity-level interventions.
• Supports office-wide activities and be actively involved in organization of meetings/events/workshops and senior management visits.
• Serves as Relocation Focal Point (RFP) for IFC Poland, taking care of mobility-related tasks and the registration of international staff with Poland Minister of Foreign Affairs.
• Maintains excellent working relationships with personal counterparts in the Polish Government, Private Sector, and International Development Agencies operating in Poland.

Reception/Office administration duties 

• Answers incoming phone calls in an efficient and professional manner.
• Registers and announces visitors; ensures visitors are always met and/or escorted to relevant staff member or conference room; ensures visitors are offered tea, coffee, water.
• Arranges Videoconference and Webex connections in the meeting rooms.
• Makes photocopies and prepares handouts as requested by staff; makes sure that the printers are filled up with paper and the printing room is in a proper order
• Assists in organizing events, seminars, conferences in Warsaw including the preparation of materials to be distributed.
• Accumulates and processes general office supplies purchases monthly or as needed. 
• Engages external handymen for various repairs; Communicates with cleaning staff in the office on daily basis.
• Assists staff in obtaining office entry cards, business cards, visas, handles diplomatic pouch shipment; processes incoming mail and distributes to all staff.
• Coordinates the work of contractual drivers.
• Maintains information on the location of visitors and their contacts during their stay in Warsaw.
• Carries out courier responsibilities as needed.
• Ad hoc tasks.

Selection Criteria

• High School diploma or Bachelor’s degree.
• Minimum of 2 years of experience in business or public administration, or an equivalent combination of education and experience.
• Prior working experience with international organizations and the ability to quickly acquire a comprehensive understanding of the World Bank Group’s organization, procedures, policies, and practices.
• Strong client orientation, demonstrating a commitment to understanding and meeting client needs.
• Exceptional interpersonal and communication skills, with a proven ability to work efficiently within a team.
• Excellent command of both verbal and written English and Polish languages.
• Advanced organizational, written, analytical, and computer skills, with proficiency in Microsoft Word, Excel, and PowerPoint.
• Ability to work effectively in a multicultural environment and communicate ideas clearly and confidently.
• Ability to set priorities, manage tight deadlines, handle multiple assignments, and work with minimal supervision in a flexible manner to meet changing deadlines.
• Demonstrated ability to be an integral part of an effective team environment, exhibiting a high degree of motivation, flexibility, and reliability.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.