Deadline: 18 December, 2020
Location: Nairobi, Kenya
The World Bank Group (WBG) is seeking applications from eligible applicants for the post of Administrative Assistant.
The bank, with 189 member countries and more than 120 offices worldwide, works with public and private sector partners, invests in groundbreaking projects and uses data, research, and technology to develop solutions to the most urgent global challenges.
The WBG consists of five specialised 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).
Responsibilities
- Ensure smooth operation of ongoing office administrative functions including environment, space, equipment, and information retrieval systems
- Serve as key liaison to the building Facilities Management Company, oversee their activities and ensure established procedures for all building management, fire, life safety and security programmes are followed for periodic inspections and staff emergency drills
- Orient new staff at all levels regarding unit’s administrative operations and work guidelines
- Receive and attend to all facility-related issues in an organised, communicative and transparent manner and provide status and follow-up documentation to the country manager and facilities officer
- Manage an asset programme for IFC-owned furniture, equipment and fixtures
- Review all contractor invoices and recommend for payment as appropriate
- Attend to all procurement matters concerning procurement for office facilities
- Maintain a current table of head and seat counts in the office and space use and coordinate internal moves with local IT staff
- Provide support to the real estate carbon footprint team by coordinating an effective greening programme to minimise waste and user impact on the environment
- Implement effective post-occupancy energy and water management programmes to reduce the building footprint
- Oversee activities of hospitality and cleaning staff
- Serve as backup to support staff on issues related to programme activities, HR, front office, reception, IT, security, office events, logistics, etc
Requirements
- Bachelor’s degree or equivalent in Administration, Financial Management, Facilities and Procurement
- Seven years, minimum, of relevant experience
- Strong project management skills and related certification a plus
- Experience in office and facilities management technology and systems knowledge
- Demonstrate initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit
- Ability to organise, coordinate, monitor and implement tasks and projects
- Ability to establish partnership-based working relationships with internal/external clients
- Demonstrate independence, initiative, and autonomy in addressing clients needs
- Take personal ownership and accountability to meet deadlines and achieve agreed-upon results
- Collaborate with other team members and contribute productively to the team’s work and output, demonstrating respect for different points of view
- Ability to research and draft quality written review
- Excellent spoken and written English
- Ability to diplomatically communicate with clients at all levels, as well as local government authorities and contractors
- Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results
- Demonstrated leadership and supervisory skills to effectively manage outsourced office facility staff and other vendors to deliver integrated services