Executive Assistant Job Vacancy: World Bank, Uganda Country Office

Local Appointment
Two Years Term Contract, Renewable
Location: Kampala, Uganda

The World Bank, Uganda Country Office, is looking for a highly organized, energized and seasoned professional, capable of operating effectively and discreetly in a very demanding fast-paced environment, to serve as the Executive Assistant to the Country Manager, and to lead and manage a team of administrative and client support (ACS) staff in the Uganda Country Office.

Specifically, the incumbent will be responsible for the following:

• Serves as the first point of contact in the Country Manager's office for internal and external clients.
• Manages the schedule of the Country Manager, including effective prioritizing and resolving related time conflicts and competing demands.
• Plays a leadership role with respect to all issues related to ACS staff, being accountable for the smooth operation of the office support work and related system, assuming primary responsibility for organizing and coordinating workflow.
  
• Supervises the ACS staff including coaching and mentoring, and provides primary input to their performance assessments and providing primary input to subordinates' assessments
• Effectively provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data as needed.
• Independently responds to diverse inquiries and makes decisions when multiple courses of action are possible.
• Coordinates and monitors multiple and diverse work processes and activities to ensure that management decisions are properly carried out and products are delivered in a timely manner.
  
• Acts as Secretary to the weekly staff meetings.
• Prepares a table for follow-up with staff of key actions required during the week.
• Ensures quality of documents requiring the Country Manager's approval and/or signature.
• Maintains the office Chrono file ensuring that it is always up-to-date with all outgoing correspondences.
• Keeps others informed by providing relevant information, reports or status updates.
• Drafts/finalizes correspondence on a range of topics on behalf of the Country Manager and prepares minutes of meetings.
• Supports and works collaboratively with members of the immediate work team as well as with others in diverse work groups/teams/task forces, across World Bank Group offices.
• Coordinates closely with the Resource Management Analyst and Human Resources Officer on a range of human resources issues, including recruitment of ACS staff and in some instances consultants/temporary staff; review of job posting/grading/selection communication/processes; follow-up on contract expirations, extensions, salary increases and other personnel actions.

Selection Criteria:

• Preferably College degree or equivalent, with at least 7 years' relevant experience.
• Proven ability to lead, coach and oversee administrative and client support staff
• Thorough knowledge and application of World Bank or other international organization's administrative and/or operational policies and procedures to ensure adherence to relevant guidelines and overall quality of outputs.
• Thorough understanding, or the ability to quickly gain an understanding, of the country office business activities and overall objectives and understanding of the broader World Bank context in which it works.
• Experience in the full range of World Bank or other international organization office support work, with a high level of sustained performance.
• Thorough knowledge and use of all relevant computer software, including advanced functions of World Bank standard computer applications, such as Microsoft Office, Lotus Notes, Internet software, and the ability to help organize data and information retrieval systems.
• Excellent interpersonal skills in order to deal tactfully and effectively with internal/external contacts at all levels.
• Strong written and verbal communication skills in English and ability to draft correspondence on a range of topics; ensure quality of documents requiring Country Manager's approval and/or signature.
• Effective analytical, research and problem-solving skills.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups.
• Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
• High degree of judgment and tact in handling the most sensitive, diverse and confidential material.
• Ability to pass the required World Bank Group skills test.

Electronic Applications:
For the full job description and selection criteria, qualified candidates are requested to submit the electronic application by visiting www.worldbank.org/careers and click on >employment opportunities > administrative and client support opportunities >current vacancies > job # 082264 to submit your application electronically to the World Bank.

Email or paper applications will not be considered.

The closing date for receipt of your electronic application is end of day 28th November 2008.

Only short listed candidates will be contacted.

Qualified male and female candidates of diverse background (gender, religious, ethnic, disability) are encouraged to apply.

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