Executive Assistant en World Bank Group

Executive Assistant

Description

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 and promoting shared prosperity. 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.

VPU Context: The Independent Evaluation Group (IEG) operates independently of the Management of the World Bank Group (WBG), reporting directly to the Executive Board. In pursuit of the World Bank Group’s objective of ending poverty on a livable planet, IEG plays the pivotal role of helping the WBG learn from high quality evaluative evidence of what worked and what didn’t in different client settings. Our goal is to improve the World Bank Group results through excellence in evaluation. As independent evaluators for the World Bank, IFC and MIGA, IEG seeks to promote a stronger culture for results, accountability, and learning across the entire World Bank Group. To achieve this, each year the Group conducts a blend of corporate, sectoral “thematic” evaluations, and country program evaluations. In addition, IEG validates the World Bank’s self-evaluations in country learning reviews and project implementation completion reports and validates self-evaluations by MIGA and IFC. IEG’s evaluation work is carried out by two Departments, IEGHE (covering Macro, Human Development, and Corporate evaluations), and IEGSP (covering Digital, Planet, Infrastructure and Private Sector). The Knowledge and Communications team supports the Group’s evaluators with dissemination and learning events to support awareness of the findings of thematic and country evaluations. In addition, the Independent Evaluation Group manages a multi-donor Global Evaluation Initiative that builds capacity in monitoring and evaluation in evaluation offices in World Bank client countries and supports coordination across a network of MDB evaluation offices through active participation of the Evaluation Cooperation Group. IEG’s evaluations help the WBG to build on its development successes and avoid unnecessarily repeating past mistakes. Our network with professional evaluators supports learning across evaluation offices worldwide.

Unit Context: The Senior Advisor/Chief Evaluation Officer of IEG advises the Director General of Evaluation (DGE) on evaluation strategy and methodology. He works closely with the Head of Methods and the Director of Strategy and Operations (DSO) to ensure that evaluation quality maintains high standards. The Senior Advisor also leads the work on Evaluation Capacity Development, most notably through the leadership of the Global Evaluation Initiative (GEI), a multi-donor funded unit that works closely with implementation partners across the world. GEI is a team of about eight people, based in Brussels, led by a Program Manager.  

Duties and accountabilities: The primary responsibility of the Executive Assistant will be to provide comprehensive administrative and proactive executive support to the Senior Advisor/Chief Evaluation Officer. S/he will also work closely with administrative staff throughout the VPU, but particularly the other FO staff. S/he will also serve as the primary back-up for the Senior Executive Assistant supporting the DGE, and as needed, for the Senior Executive Assistant supporting the DSO. In addition, since the Senior Advisor is leading the GEI, which is based in Brussels, the Executive Assistant will need to work closely with the Executive Assistant for the GEI Program Manager. Specifically, s/he will be responsible for, but may not be limited to, the following duties: 

• Provide with the highest level of discretion, a wide range of executive assistance and administrative support to the Senior Advisor/Chief Evaluation officer, including managing his calendar and workflow: arranging appointments and missions, independently resolving scheduling conflicts, screening and prioritizing incoming emails and correspondence, including printing as needed, and monitoring activities and deliverables to ensure appropriate and timely follow-up by the DGE or others in the IEG Front Office. 

• Keep the Senior Advisor on schedule within a manageable day, letting him know when next appointments have arrived and are ready to start, and ensuring adequate time between meetings to ensure he is adequately prepared.

• Prepare briefing books or binders, in hard copy and/or One drive, and in Outlook for meetings when requested, including the relevant briefs, reports, documents and information. Ensure these are properly filed in well-structured folders (in paper and/or electronic format) for easy access by the Senior Advisor and appropriate Front Office staff and for future reference.

• Work closely with the other FO staff, and provide back-up as needed with the Senior Executive Assistant of the DGE. If needed, the candidate will also provide back-up to the Senior Executive Assistant to the DSO, or other administrative staff as needed.  Coordinate leave plans with other administrative staff to ensure proper coverage.

• Ensure all documents requiring signature are of high quality and adhere to IEG’s administrative operational guidelines on correspondence and email distribution lists. Routinely prepare correspondence on a range of topics on behalf of the Senior Advisor.

• Draft/finalize correspondence (including emails) on a range of topics on behalf of the Senior Advisor.

• Serve as first point of contact and liaison with an extensive network of internal and external clients at all levels, including the most senior levels within the Bank, the MDB Evaluation Community, and with the donors and Partners of the Global Evaluation Initiative. 

• Coordinate travel arrangements and travel briefing books for the Senior Advisor. Handle logistics of the Senior Advisor’s mission travel. 

• Coordinate closely with the Executive Assistant of the Program Manager of GEI to ensure that the Senior Advisor is apprised of all relevant information and included in all key meetings and discussions.  

• Handle logistical planning for meetings or equivalent events held in the office or sponsored by the office.

• Provide general research support as needed, and utilize all relevant computer software to retrieve, maintain and manipulate data as needed by the Senior Advisor. Assist in the preparation and enhancement of power point presentations.

• Coordinate closely with HR and other colleagues in the unit, on a range of issues, including internal/external recruitment of ACS staff, STC and STT hiring as necessary.

• Undertake other duties and ad hoc assignments that may be assigned, including during absence of other ACS staff and/or heavy work periods.

Selection Criteria

Attention: Only applicants who are nationals, legal residents, or otherwise have legal presence in the duty station independent of any employer, and who are authorized to work in the duty station, will be considered.

• Minimum education: Bachelor’s degree and a minimum of six years of relevant experience, or equivalent combination of education and experience.

• Thorough understanding, or the ability to quickly gain an understanding, of Director-level business activities and objectives and understanding of the broader context in which the Bank works.

• Good team player, with excellent interpersonal and communication skills and able to interact tactfully and effectively with internal/external contacts at all levels.

• Effective, proven skills in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.

• High degree of discretion in dealing with internal and external clients, staff, and managers at all levels, and in handling confidential and sensitive information.

• Experience in full range of office support work, with a high level of performance.

• Ability to work independently as well as part of a team.

• Thorough knowledge and use of all relevant computer software, including advanced functions and the ability to help organize data and information retrieval systems.

• Prior experience in working in a Senior Management front office is highly desirable.

**This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered.**

WBG Culture Attributes:

1. Sense of Urgency – Anticipating and quickly reacting to the needs of internal and external stakeholders.
2. Thoughtful Risk Taking – Taking informed and thoughtful risks and making courageous decisions to push boundaries for greater impact.
3. Empowerment and Accountability – Engaging with others in an empowered and accountable manner for impactful results.

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.