Executive Assistant, Abu Dhabi,United Arab Emirates

• Organization: World Bank
• Country: United Arab Emirates
• City: Abu Dhabi, United Arab Emirates
• Office: World Bank in Abu Dhabi
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Closing date: Tuesday, 6 February 2018

• Location Abu Dhabi,United Arab Emirates
• Recruitment Type Local Hire
• Language Requirement Arabic [Essential]; English [Essential]
• Closing Date 06-Feb-2018

Background / General description

The Middle East and North Africa Region Vice-Presidency (MNA) serves a population of 355 million living in 20 countries. There are five Country Departments (CMUs) in the regional vice-presidency, one of which manages relations and work program in Gulf Cooperation Council (GCC) countries. The mission of MNA is to foster sustainable growth with a focus on job creation and poverty reduction, economic and social inclusion, and good governance.

The MNA Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. As part of Middle East and North Africa (MNA)strategy to integrate and enhance the value of all its client services, Reimbursable Advisory Services (RAS) are an integral part of the regional work program, particularly in high- and middle-income country. RAS activities are closely aligned with mainstream Analytic and Advisory Activities (AAA) management practices to enhance quality, while preserving the close collaboration with clients.

The region is experiencing a strong growth in demand for reimbursable services in the GCC as well as in other MNA countries, and in client interest to using multi-year business frameworks to plan complex activities in various sectors. The Gulf Cooperation Council (GCC) Country Department (MNC05) facilitates the provision of Reimbursable Advisory Services (RAS) to Saudi Arabia, Kuwait, Oman, Qatar, Bahrain, and the United Arab Emirates. RAS activities focus on areas of core World Bank competence and expertise where the Bank readily mobilizes knowledge, best practice, and deep experience in policy formulation and implementation. RAS program in GCC countries covers all three GP clusters - Equitable Growth, Finance, and Institutions; Human Development; and Sustainable Development - as well as Cross-Cutting Solution Areas, including Gender and Jobs. Capacity building is an integral component of all services to the GCC countries.

The GCC RAS program also covers advisory services provided to the GCC Secretariat General on GCC cross-country issues, including in the transport and environment sectors. As the name implies, all costs of RAS services are reimbursed by client countries to the Bank. In FY17, the GCC RAS program revenue was close to US$37 million. The department comprises two country offices - Riyadh CO, led by Country Director, Kuwait CO, led by a Country Manager (CM) - and a Program Unit (MNCA5) at World Bank Headquarters in Washington, D.C. led by a Program Manager. In addition, the World Bank reached an agreement with the Government of the United Arab Emirates to open a Country Office in Abu Dhabi.

The new Country Office is expected to be opened in February 2015 and will be led by the Country Manager (or Resident Representative). The newly established World Bank Country Office in Abu Dhabi will manage relations with the Government of the United Arab Emirates and other stakeholders. The Country Office will oversee the Reimbursable Advisory Services program in the UAE. To manage its administrative affairs and to monitor the growing Reimbursable Advisory Services (RAS) in the UAE, MNC05 is looking for a high performing, energetic, self-motivated, and flexible individual with demonstrated dependability and dedication to teamwork. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Duties and Accountabilities

Executive Assistant (EA) position requires sufficient administrative and office management experience to be able to perform independently and take responsibility for a variety of office tasks. EA is expected to provide the full range of executive support functions, including administrative management and coordination, quality assurance of documents and processes, liaison with the government officials and other contacts in the country, and general research and reference work. The EA will be part of the Administrative and Client Support (ACS) team in MNC05 and will coordinate with EAs in Kuwait and Riyadh as well as with the MNCA5 Program Assistant in Washington, DC. The EA will report to the CM and will be fully responsible for the following range of activities:

• Time management and scheduling on behalf of the CM to include effective prioritizing and resolving scheduling conflicts and competing demands.
• Representational duties on behalf of the CM: serve as first point of contact and liaison with clients and officials both inside and outside the World Bank.
• Provide general research support and utilize all relevant computer software to retrieve, maintain, and manipulate data, as needed.
• Respond to queries and make independent decisions on the best way to communicate with various parties inside and outside the World Bank.
• Coordinate and monitor multiple work processes and activities; ensure quality of documents requiring CM's approval and/or signature; draft/finalize correspondence on a range of topics on behalf of CM; prepare minutes of meetings, as required.
• Work independently to ensure support to visiting missions planning and smooth operations when in the country.
• Provide assistance in the implementation of the unit's work program, including database management, editing, budget monitoring, etc.
• Assist in preparing portfolio management reports, including collecting data, preparing tables/graphs, and conducting simple spreadsheet analysis.
• Coordinate driver's and potentially additional ACS staff in the country office.
• Additional ad-hoc responsibilities as assigned by the Country Manager.
• Participate in preparation of briefs by developing required inputs and consolidating information from various sources.

Selection Criteria

• College graduate; minimum five (5) years of relevant experience.
• Excellent organization, research/analytical and presentation skills.
• Ability to perform a broad range of office management tasks.
• Strong interpersonal skills and ability to liaise effectively and professionally with a wide range of clients (internal and external).
• Being a strong team player with good communication skills, collaborating and working across boundaries.
• High degree of initiative, flexibility, attention to details and resourcefulness with a drive for efficiency and results.
• Demonstrated client orientation and track record of achieving results;
• Ability to work capably under stress and to juggle multiple tasks within tight deadlines.
• Highly proficient in computer software applications (Excel, PowerPoint, Word, Microsoft Project, Outlook, database program) and adept in using the Internet/Intranet. Experience with SAP will be an advantage.
• Strong written and oral communication skills in Arabic and English. Required Competencies:
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Ability to coach less experienced staff on relevant technology and systems.
• Project and task management - Ability 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 (e.g. manage manager's calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Ability 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. Ability to participate in change activities and initiatives.
• Team Leadership (ACS) - Ability to provide support to team members, giving instructions when necessary to improve work performance and promote collaboration within team. Ability to organize and/or conduct training for team members on procedures, policies and work activities.
• 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), excellent behavior and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view and acknowledging contribution from other colleagues.
• Knowledge, Learning and Communication - Strong capacity 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.