Executive Assistant Job #: req32855 Organization: World Bank Sector: Administration/Office Support Grade: GC Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: La Paz,Bolivia Required Language(s): Spanish; English Preferred Language(s): Closing Date: 5/2/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
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 Latin America and the Caribbean ranging from large sophisticated middle-income clients to low-income countries to small states and one fragile state. Despite immense resources, dynamic societies, and an average annual per capita income of about $4,000, deep inequalities persist in the region, with nearly a quarter of the Region's people living in poverty. The World Bank's regional strategy focus 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, gender, trade, disease, migration), and (e) reducing risk, whether from climate, crime and violence or other. IFC’s regional strategy focuses on (i) boosting productivity through SME finance and integration into value chains and growing private sector investments in infrastructure and digital connectivity; (ii) driving climate-smart Investments; and (iii) promoting inclusion.
Management Unit and Position Context
LCC6 is the Country Management Unit (CMU) responsible for overseeing the World Bank’s (WB) program in Bolivia, Chile, Ecuador & Peru. The active portfolio in the four countries is nearly $7 billion, with approximately $1billion of Bank lending in Bolivia. The Bolivia program includes approximately US$1 billion in lending commitments being implemented in 6 projects supporting infrastructure services and agriculture.
The Bolivia Country Office is home to approximately 20 WBG staff, responsible for supporting the delivery of the financial, knowledge and advocacy activities of the World Bank (WB), International Finance Corporation (IFC) and Multilateral Investment Guarantee Agency (MIGA) in the country.
The Bolivia Country Office is searching for an Executive Assistant to provide high quality administrative support to the WBG Country Manager, in managing and representing the country program of all three institutions, in maintaining relationships with a broad range of clients, and in overseeing the Country Office operations.
The Executive Assistant reports directly to the WBG Country Manager and is mapped to the LC6 CMU. This is a three-year term Country Office position, based in La Paz, Bolivia.
Role & Responsibilities:
Working closely with the WBG Country Manager (WBG CM), the Executive Assistant provides the full range of executive assistance functions to support the proper functioning of the entire Country Office.
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, IFC and MIGA senior management) and external interlocutors (including government, other development partners, private sector actors and civil society).
The Executive Assistant will be expected to create a positive and cohesive work environment and ensure the smooth and efficient operation of the office.
Support to Country Manager
• Provides comprehensive administrative and/or executive support to WBG Country Manager, including handling confidential and sensitive information.
• Ensures timely delivery and quality control of outputs for the manager’s signature.
• Coordinates and manages complex meeting agendas, solves scheduling issues and responds to requests from high level government officials, as well as from representatives/officials from bilateral and multilateral organizations.
• Prioritizes and channels telephone calls and mail; monitors and follows-up on issues and priorities, ensuring that appropriate consultations take place.
Office Coordination
• Accountable for the smooth operation of office support work and related procedures within the Country Office and Headquarter (HQ) colleagues.
• Plays a leadership role in planning, organizing, coordinating and monitoring the flow of unit/department’s work program.
• Also acts as a conduit between management and other staff and ensures flow of communications within the office.
• Participates as a member of the Country Office Management Team.
• Establishes, builds and maintains an effective network of external contacts with government officials, development partners, private sector actors, civil society, academia and internal contacts with HQ and other country offices.
• Provides leadership and guides staff on administrative and adhoc issues.
• Oversees Leave Recording System (LARS) and Time Recording System (TRS) coordination.
Overall Coordination of Administrative Clients Support (ACS) workflow
• Assigns work to ACS in coordination with the Country Manager and Team Leaders to even out the workload across teams and ensure coverage and to adjust staffing levels during major events or peak periods.
• Oversees ACS staff including coaching, training and mentoring.
• Participates in the ACS staffing discussions.
• Provides overall guidance and feedback to ACS staff as part of the Performance Management process as well as input as a mandatory Other Reviewer.
• Coordinates with Management and the ACS Regional Leadership Team (RLT) Learning Coordinator on available learning resources and provides guidance on training needs for ACS Staff in the Country Office.
• Coordinates the work of the CO driver and messenger and other support staff.
Country Office Human Resource (HR) Administration
• Under the guidance of the Human Resources team, support the timely implementation of HR processes in the Country Office.
• Coordinates logistics for recruitment and appointment of all local hires.
• Plays a lead role in the recruitment and selection of all ACS, including organizing short listing and interview panels.
• Provides orientation and guidance for new locally recruited staff.
• Coordinates overall performance management and career development processes for the Country Office.
• Coordinates the relocation and on-boarding of international staff (working in partnership with Global Mobility Center). This includes providing necessary information orientation on benefits and office organization. Orients new staff regarding the Country Office’s/Front Office administrative tasks and work guidelines. (This task may be delegated to an experienced ACS in the CO when necessary).
• 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 RLT 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 institutional/corporate activities outside the Country Office.
• Other duties as applicable.
Selection Criteria
• High School diploma and a minimum of seven years of relevant/comparable experience in a large international or multinational or corporate organization, with the proven ability to provide superior executive assistance in a busy office.
• Fluent English and Spanish skills (verbal and written).
• Ability to pass WBG tests, as required.
• Proven excellence in executive assistance, organizational, administrative, and time management skills, with a proven ability to work quickly and efficiently under pressure.
• Ability to prioritize and handle multiple tasks simultaneously while working in a team-based environment and operating as an effective team player.
• Judgment, diplomacy, and discretion in dealing with contacts at all levels, inside and outside the Bank, and in handling confidential and sensitive matters.
• Outstanding verbal communication both in English and Spanish, and interpersonal skills with an extensive network of contacts at senior levels, both internally and externally, and demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact and diplomacy.
• Ability to effectively lead, supervise and coach Administrative Client Support staff and address motivation, training, and development issues relevant to support staff.
• Participatory and open management style; able to create a cohesive team environment.
• Proactive attitude, a self-starter, and team player; with a high degree of motivation, initiative, flexibility, and reliability.
Competencies:
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager's calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Team Leadership (ACS) - Able to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Able to organize and/or conduct training for team members on procedures, policies and work activities.
• Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• 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 contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.
• Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation and make sound judgment on action needed.