Office Assistant at World Bank Group

Purpose and Scope of the Position

• The Office Assistant will be based in the Pretoria Country Office (CO) and will form part of the Administrative team. The Administrative business lines include:
• Interacting with the Resource Management (RM), Corporate Real Estate (GSDCR), Corporate Security (GSDCS), Health Services Dept HSD, IT, Administration and Client Support (ACS), Human Resources (HRS) and management teams, and a wide spectrum of sector staff and the external business community.
• Management of Administrative Procurement contracts and processes.
• Events Management and Visiting Missions.
• Liaising with the Department of International Relations and Cooperation on visa and accreditation requirements.
• Manage Office transportation policy and use of Bank-owned vehicles.
• The selected candidate will work under the general supervision of the Operations Manager, with the day-to-day supervision of the Administrative Officer, and may take on other tasks and responsibilities as needed at the direction of the supervisor.

Duties and Accountabilities

Administrative Tasks

• Handle the reception desk and perform basic office functions such as welcoming visitors, guide and provide appropriate information, and answer the telephone.
• Manage office stationery, assist with photocopying and, serve as point of contact for receiving pouch and courier by registering incoming mails and outgoing mails.
• Handle the physical custody of the office supplies.
• Arrange meetings, and take minutes, memos, letters of the quarterly business review meetings with vendors.
• Archive documents as per WBG policies and procedures, including disposal and incineration.
• Register non-Purchase Order (PO) vendors and create Country Office Administrative PO’s.
• Provide administrative support for major high-level events/activities, including ensuring that timely and accurate information is provided to visiting staff and WB-sponsored official visitors.
• Maintain log of vendor service issues from internal clients and follow through in finding a timely resolution.
• Provide support in ensuring operation of building equipment by coordinating preventive and curative maintenance requirements calling for repairs.
• 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.
• Back-up other team members in routine office functions as required.
• In consultation with the Front Office, provide general World 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.
• Contribute to the activities of the Administrative Procurement Committee (APC) for the Pretoria duty location.
• Participate in ensuring that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills.
• Identify and resolve diverse administrative issues as they arise, which often require interpretation of existing procedures and processes and independently determine appropriate applications and/ or in consultation with the appropriate team members.
• Provide support on the day-to-day operations of the outsourced administrative services for the office, including regular and periodical needs for housekeeping services i.e. office cleaning, supply of office newspapers, drinking water and office coffee and tea services.
• Help with visa applications, and write out welcome letters.
• Assist in the distribution and return of security cards to visiting missions for entrance and exit to the Country Office.

Transport Coordinator

• Assist in coordinating staff's daily travel and field mission transport schedule, and provide timely updates on the transport schedule.
• Book appointments for the maintenance of the office vehicles.
• Assist with keeping an accurate and up-to-date record on the office vehicle logbooks.
• Keep a detailed record of the expenditure related to the office vehicle, such as fuel and maintenance costs.
• Verify the final invoices from shuttle companies before submitting for payment.
• Coordinate quarterly meetings with the shuttle companies, which is essential for discussing the Service Level Agreement (SLA).

Selection Criteria

• National Diploma/ Degree in Business Administration, Secretariat or equivalent combination of relevant experience and education.
• Three (3) years relevant work experience in a large international organization or a large national or multinational corporation.
• Ability to acquire/apply working knowledge of basic financial/ accounting systems.
• Knowledge of general software applications, e.g. SAP, Lotus Notes, Word, Excel, and PowerPoint.
• Proficient to effectively communicate in English (verbal and written).
• Thorough knowledge and understanding of the World Bank, its policies and procedures; and of development issues in general.
• Ability to manage various tasks, deal with rapidly shifting priorities, provide support to staff and deliver against competing timelines.
• Capacity to work simultaneously, effectively and efficiently on a variety of diverse issues and tasks, independently adjusting priorities and achieving results with agreed objectives and deadlines.
• Capacity to deal sensitively in multi-cultural environment and build effective working relations with clients and colleagues at all levels.
• Committed team player with demonstrated ability to effectively work in a collaborative fashion across organizational boundaries.
• Understanding of information systems and ability to identify and apply technology to enhance efficiency.
• Travel is expected and mobility is required.