Office Assistant - Pretoria at IFC - International Finance Corporation

• The Office Assistant will be under supervision of Administrative Officer who is responsible for technical, professional development and performance evaluation of the Office Assistant. The Office Assistant is an integral part of the Pretoria Country Office Administration team and incumbent is responsible for:

Duties and Responsibilities (includes but not limited to):

• Provide professional reception and administrative support services to the organization.
• Handle the reception desk and perform basic office functions such as welcoming visitors, guide and provide appropriate information, sort and distribute incoming mails, answer telephones, assist in maintaining unit files in WBDocs, photocopying, assist with coordination of transport, manage office stationery and, serve as point of contact for receiving pouch and courier by registering incoming mails and follow on outgoing mails.
• Work on multiple concurrent tasks with constant interruption with focus and attention to detail.
• Handle emergency situations in a calm, efficient and prompt manner with discretion and diplomacy.
• Asset and inventory management support: Undertake in coordination with Facilities and IT colleagues at least one mandatory annual inventory check in compliance with corporate guideline.
• Handle the physical custody of the office supplies.
• Liaise with Facilities Assistant service contractors and coordinate the day-to-day maintenance activities of the South Africa Office. The approach will be both pro-active (preventative maintenance and inspection) and problem solving.
• Provide support in ensuring operation of building equipment by coordinating preventive and curative maintenance requirements - Calling for repairs.
• Assist in preparing short documents, memos, letters, faxes and electronic applying basic computer skills.
• Maintain/update regularly a data base of CO Contact list and a CO Directory list, including ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.
• Backs-up other team members in routine office functions, as required and especially WBDocs.
• Manage the office access system for visitors and meetings.
• In consultation with the Front Office, provide general Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.
• Manage the board room schedule including scheduling of videoconferences and advise teams on availability of meeting rooms: Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.

Selection Criteria

• Technology and systems knowledge - Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and /or data base management systems.
• Project and task management – Attention to detail and ability to organize own work and complete assigned tasks within agreed timelines; and seeks guidance in organizing non - routine tasks.
• Institutional policies, processes, and procedures - Displays basic awareness of WB structure and demonstrate basic understanding and application of Bank Policies and Procedures.
• Flexibility and adaptability - Demonstrates ability and willingness to learn.
• Client Orientation - Demonstrates positive attitude towards clients and able to maintain relationships.
• Drive for Results - Takes personal ownership/accountability to meet deadlines and achieve set goals.
• 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 - Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.

Selection Criteria and Competencies:

• Possess at least high school diploma, College degree in administration, secretariat, business administration with 1 year of experience, preferably in a similar position or combination of both education and experience.
• Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary setting within a matrix management and ability to interact professionally at all levels.
• Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Sound organizational skills and ability to prioritize and deliver assignments as required, and ability to work under pressure and to meet tight deadlines.
• Ability to draft and translate simple correspondence as required.
• Demonstrated organizational skills - resourcefulness, manage time and confidential information.
• Ability to pass relevant Bank Group tests as required.
• Prior experience in a similar office assistant role; experience in a client service function in a multi-cultural environment would be a plus.
• Good command of English language (verbal and written) with experience in development as advantage.
• Excellent phone etiquette ensuring calls and messages are routed timely manner to the proper source.
• Good computer literacy.