Senior Program Assistant at World Bank Group

Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2023, IFC committed a record US$43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

The position of Senior Office Administrator will oversee the property management for IFC’s offices in Johannesburg and will have oversight responsibility for the maintenance standards in the IFC offices. The position will report to the CAF Country Manager with a dotted reporting line to the IFC Regional Real Estate (RREC) Coordinator/Facilities Officer.

The selected candidate will manage IFC-specific and shared administrative functions at the IFC Johannesburg office and manage a team of about five staff and several contractors and contracted services. The position entails closely interacting with the WB, and a wide range of internal WBG departments, viz, IFC Finance, Global Corporate Solution (GCS), including Facilities Management and Corporate Security, Health and Safety Directorate (HSD), ITS, Administration & Client Support (ACS), Human Resources (HR), and IFC operational staff, as well as government, private sector, vendors, the business community and other organizations, including the United Nations Office in South Africa.

The successful candidate will demonstrate leadership and agility in contributing to a forward-thinking work environment and proactivity in resolving challenges in a productive and timely way and promoting knowledge-sharing and collaboration across diverse groups.

Duties and Accountabilities:

• Office Building Management:  Develop and oversee multiple outsourced Building Management services for the office space occupied by IFC in Johannesburg, to include housekeeping services, coffee/tea service, office landscaping, moving, office supplies, and equipment maintenance.  Oversee the timely delivery of goods/services requested through external sources, and notify vendors of non-compliance with agreed upon terms, where necessary. Contract Management:  Manage the relationships with outsourced facilities related contractors, vendors, and service providers in Johannesburg; following accepted WBG procurement procedures, develop terms and conditions and service level agreements for new contracts.  Oversee, from a financial and quality control point of view, all administrative services dedicated specifically to IFC staff in Johannesburg (i.e. meeting room bookings, conference services, food/coffee services, janitorial services, etc.).  
• Asset Management:  Manage, track, monitor, acquire and dispose of the physical assets of the Johannesburg Country Office (office equipment, vehicles, furniture, etc.).  Manage the process of disposing, maintaining, and procuring of office vehicles in accordance with the corporate procurement guidelines.
• Capital Budget:   Working closely with RREC/Facilities officer, collect cost estimates for leasehold improvements and major repairs for the IFC property (owned and leased) in Johannesburg, and provide such input to the Regional Budget/Finance Officer and CBAFM in a timely manner to feed into the yearly capital budget request.
• Leases: Working closely with RREC/Facilities officer to manage the lease relationship with the landlord of 4 Fricker Road.   
• Environmental Program:  Implement and oversee an effective environmentally friendly footprint program in Johannesburg to minimize waste and user impact on the environment. Ensure office staff are sensitized to and informed about footprint initiatives and encourage the development of footprint programs in the offices.
• Art Program:  Oversee an art program in Johannesburg that includes purchases or exhibition of local art selected by a committee within the office.  To the extent possible, sponsor rotating exhibits for local emerging talent.
• Security Support/Liaison:  Assist the CAF Security Advisors to ensure the IFC office security recommendations are adequately budgeted for and implemented.
• Field Office Construction Project Manager Support/Liaison:  Support the RREC/Facilities Officer on small to medium projects in Johannesburg.   

Space Planning & Space Data Management: For the Johannesburg office, 

• Gather, organize, analyze, and understand departmental space requirements.
• Explain IFC space policies to user group representatives.
• Interact with IFC staff to address sensitive “space” related people issues.
• Work with building occupant groups to achieve space solutions that meet departmental requirements within IFC space policy constraints.
• Plan space allocation 
• Prepare space plan drawings
• Update and maintain office occupancy space plans
• Update and maintain IFC office occupancy space data base.

Office Move Planning & Coordination: for the Johannesburg office,

• Plan and schedule office move logistics
• Assist departments with move preparation activities
• Coordinate office moves
• Coordinate post occupancy tasks
• Physical Improvements:  For minor moves and renovations under $25,000 in Johannesburg:  Work with design professionals in the preparation of construction plans, specifications, cost estimates, and contract documents, observing established Procurement competition thresholds.  For any improvements over $25,000, consult with relevant staff who will provide guidance and manage the process as necessary.  Specifically,
• Gather and understand user requirements
• Design minor reconfigurations to office space
• Coordinate with user groups to ensure proposed changes meet requirements
• Support the team that prepares construction plans, specifications, cost estimates and contract documents, coordinating inputs from relevant service providers and outside vendors on all aspects of a project through final completion.

Miscellaneous Facilities Management – Related Projects: on a periodic basis, needs may arise to address various facility issues related to the built environment in Johannesburg.  A variety of tasks may be required to include but not limited to:

• Furniture inventory analysis
• Furniture selection research
• Signage modifications, design, and development
• Analyze lighting, electrical, and mechanical issues, propose and undertake solutions
• Special finishes selection research
• Propose and help implement ADA related modifications

Work requires frequent interaction with the following:

• Internal and external service-related clients and relevant IFC and Bank staff in supporting groups such as Insurance, General Services Department (GSD), Procurement, etc 
• Attorneys/Real Estate Brokers/Landlords, Architecture and Engineering firms, furniture/equipment manufacturers, construction companies, project management firms
• Service providers and vendors
• United Nations and other NGOs
• IFC office administrators in the CAF Region
• Regional Budget/Finance Officer
• Africa Regional Security Managers

Selection Criteria

• Bachelor’s Degree and relevant experience, in lead roles with front office / corporate services / administrative functions.
• 5-6 years of relevant experience.  
• Experience in a multinational company (public or private) is a plus.
• Fluency in English is required.
• Experience with administrative functions including office space, facilities, security, IT equipment, contract management, vendor procurement, etc.
• Advanced skills across the Microsoft Office 365 suite of products including Word, Excel, PowerPoint, and SharePoint Online.
• Supervisory or management experience, including building and leading a small team of direct reports including coaching others and giving feedback.
• Strong interpersonal skills.
• Change management skills, to help embrace change and accelerate adoption.
• Project and Process Management skills, to organize and lead major initiatives and bring rigor to ongoing activities.
• Strong communication skills, both written and oral.
• Strong organizational skills, both personal and helping team members to organize and prioritize.
• Experience working with senior management, especially knowing how to cut through complexity and facilitate needed outcomes such as decisions and guidance.
• Ability to positively influence and persuade.
• Commitment to teamwork, both within the sub team as well as across the Country Department.
• Persistence and resilience in the face of challenges.
• Problem solving skills.
• Knowledge creation and knowledge sharing, ensuring learning from our experiences.
• Familiarity with IFC policies relating to physical office standards is a plus
• Ability to operate in an international arena
• Knowledge of corporate, country, and residential policies and statutes