Senior Administrative Assistant, Colombo, Sri Lanka

Organization: The World Bank

Country: Sri Lanka

City: Colombo, Sri Lanka

Office: The World Bank in Colombo, Sri Lanka

Closing date: Monday, 21 June 2021

Senior Administrative Assistant

Job #: req12248

Organization: World Bank

Sector: Administration/Office Support

Grade: GD

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Colombo,Sri Lanka

Required Language(s): English

Preferred Language(s): Sinhala, Tamil

Closing Date: 6/21/2021 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? 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.

The South Asia Region Context The South Asia Region comprises eight countries (Afghanistan, Bangladesh, Bhutan, India, Maldives, Nepal, Pakistan, and Sri Lanka) that range in size from India (with a population of over 1 billion) to Maldives (with 0.3 million people). The region has experienced a long period of robust economic growth, averaging 6% a year over the past 20 years. It was the second-fastest growing region in the world in the aftermath of the global crisis. This strong growth has translated into declining poverty and impressive improvements in human development. The percentage of people living below the poverty line fell in South Asia from 56% to 16% between 1981 and 2013. Still, the region remains home to a third of the world’s poorest, with 216 million people living below $1.9/day.

The South Asia Region: https://www.worldbank.org/en/region/sar

Country and Unit Context:

The World Bank has been assisting Sri Lanka in developing and delivering appropriate solutions to the country. Under the World Bank Group Country Partnership Framework (CPF) FY17-20 (which was extended till FY21), our program focuses on three areas: (i) macro-stability and competitiveness; (ii) inclusion and opportunities for all; and (iii) green growth, environmental management, and climate change adaptation and mitigation potential.

As part of the South Asia Region (SAR), the SACSN Country Management Unit (CMU) is responsible for overseeing the World Bank’s programs in Maldives, Nepal and Sri Lanka. The CMU is led by the Country Director based in Kathmandu, Nepal, supported by the Operations Manager (OM) in Kathmandu and the Country Program Coordinator (CPC) in Washington DC!

The Sri Lanka Country Office in Colombo has approximately 60 staff and is headed by the Country Manager for Maldives and Sri Lanka. Within the Office, much of the logistics (fleet management, event management, catering management, tracking missions, support to international staff, visas, etc.) are grouped under the Business Facilitation Unit (BFU). The Senior Administrative Assistant will be a part of the Country Management Unit (CMU) based at the World Bank office in Colombo.

The World Bank in Sri Lanka: https://www.worldbank.org/en/country/srilanka

Job duties & responsibilities: The Senior Administrative Assistant will report to the Country Manager, and work closely with the Operations Analyst in the CMU.

Coordinate the day to day functions of the Business Facilitation Unit (BFU).

Track regularly and strengthen BFU’s performance and response times to ensure that the BFU is service oriented.

Develop medium term plans to support and monitor the work in the BFU.

Oversee contracting of vendors and contract management for the CMU/country offices in Sri Lanka and Maldives.

Liaise with relevant units across the Bank both at headquarters and in the CO to ensure good coordination across services.

Coordinate logistical planning for high level events/visits and preparation of briefing books.

Provide back up support to staff with visa coordination and facilitation.

Tags administrative assistant climate change climate change adaptation competitiveness contract management economic growth environmental management extreme poverty fleet management green growth human development knowledge sharing logistics south asia sri lanka

Coordinate the workflow of Administrative Client Support (ACS) staff.

Mentor and support ACS and BFU staff as required.

Update and manage the internal Sri Lanka country office website.

Maintain an up-to-date database of Government officials, development partners, UN Agencies, Non-Governmental organizations, vendors, and other institutions/persons.

Provide backup to the Operations Analyst as needed.

Selection Criteria

Bachelor’s degree in a relevant discipline (in economics, finance, business administration, social science or other field related to development)

Minimum 5 years of relevant experience (coordination of administrative services and logistics, events management, etc.)

Experience with/understanding of Government systems would be an advantage.

Excellent communication skills in written and spoken English. Good command of Sinhala/Tamil will be preferred.

Advanced computer skills and full proficiency in the use of relevant software applications.

Required 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.

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.

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 provide general research support effectively and independently. Demonstrates ability to assess situation and make sound judgment on action needed.

Communication - Excellent verbal and written communication skills in English. Knowledge in Sinhala/Tamil will be preferred. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to communicate effectively with high level officials and experts both within the Bank and the Government.

Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.

Link to the organization’s job offer: https://unjobs.org/vacancies/1623083100360