Executive Assistant

 Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity, and promoting sustainable development. 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. Visit www.worldbank.org.

Regional Context

The East Asia and Pacific (EAP) region of the World Bank Group serves 22 client countries with a total population of about 2 billion. Clients range from large IBRD countries such as China, Vietnam, Indonesia and the Philippines; to smaller IDA countries (or IDA/IBRD blend countries) such as Laos, Cambodia, Mongolia, Timor-Leste, Papua New Guinea, and several Pacific Island states.

Country Context

Korea is a key development partner of the World Bank Group (WBG) and an important contributor (since 1977) to the International Development Association (IDA), the World Bank’s fund that supports the world’s poorest countries. Today Korea’s experience offers lessons for developing countries in sustainable development, provision of infrastructure and better services to improve the lives of the people, and how to transition to a dynamic knowledge economy. In line with its enhanced international role, the Korean government entered into a co-financing framework agreement with the World Bank and created multiple trust funds. The World Bank Group Korea Office was established in 2013 and is currently in its third Phase (FY22-24) under the banner of a global center for innovation and technology for sustainable development.

The World Bank in South Korea https://www.worldbank.org/en/country/korea

Executive Assistance

• Provide with the highest level of discretion, a wide-range of executive assistance and administrative support to the Special Representative, including  managing the schedule and prioritizing the workflow of the office to ensure effective time management: arranging appointments and missions, independently resolving scheduling conflicts, screening and prioritizing incoming emails and correspondence with relevant stakeholders across all Bank Group institutions and outside the bank, and monitoring office activities and deliverables to ensure appropriate and timely follow-up;
• Set up Business Planning meetings and coordinate all meetings with and chaired by Special Representative to ensure the team meets business planning targets; 
• Coordinate agenda, prepare materials, take minutes and monitor follow-up actions as a member of regional Department Management Team (DMT);
• Ensure relevant documents and papers are available for meetings, deadlines are met, and documents requiring Res Rep signature(s) are of high quality and adhere to administrative and operational guidelines;
• Drafts/finalizes correspondence on a range of topics on behalf of Special Representative and prepare minutes of meetings;
• Prioritize and channel communications of country office, take minutes, monitor and follow up on issues and priorities, and ensure that appropriate consultations take place;
• Initiate and coordinate travel arrangements for Special Representative/ Director and VP, including preparation of briefing materials; provide general research support and independently respond to diverse inquiries and make decisions when multiple courses of action are possible;
Leadership of the Administrative Client Support (ACS) staff: 
• Assumes responsibility for the overall quality of delivery, organization, and coordination of office administrative support work. Responsible for maintaining overview of the ACS work program and workload by collaborating and coordinating with task team members on staffing, scheduling, and resolving work priorities. 
• Acts as a role model, promoting collaboration, quality work and development of team members. Works with the ACS and CO staff to anticipate and resolve a variety of conflict situations. Plays a significant leadership role with respect to all issues related to ACS staff in CO. 
• Ensures the smooth operation of the office support work and related systems by assuming primary responsibility for organizing and coordinating workflow and for overall administration and supervision of the ACS team. This includes coordination and monitoring of multiple and diverse work processes and activities to ensure that management decisions and directives are properly carried forward. S/he is expected to provide guidance, leadership, and direction to facilitate a forward-thinking work environment, to be proactive in resolving challenges in a productive way, and to promote knowledge-sharing among the ACS. 
• Assesses and evaluates the training needs for ACS staff in the CO, through the information and Learning Plans, and arranges regular in-country team building trainings for ACS staff. 

Representation contacts and Liaison

 • Interact with an extensive network of country office stakeholder contacts (internal and external to the WBG) at the most senior level --both internal and external visitors/callers and dignitaries.
• Maintain regular contact both informally and formally with a wide range of staff, and clients to stay abreast of emerging issues requiring Res Rep attention and establishing a program of systematic interaction with staff and follow up.  
• Collaborate closely with other Executive/Program Assistants within and outside of the region.
• Support and work collaboratively with members of the immediate work team and with other colleagues and staff in diverse work groups/teams/task forces, across Bank Group offices.

HR proxy Role

 • Assist and participate in shortlisting and interviewing panels, specifically as requested per panel composition.
• Identify advertising media and coordinates posting of vacancy announcement. Drafts the selection criteria (education/years of experience and relevant competencies) in the TOR for review by HRBP.
• Notify HR Recruitment Team to issue Entry on Duty Personnel Action Form (PAF).
• Drafts regret emails for interviewed but non selected candidates (CMU mapped)
• Review STC/STTs contracts for finalization and ensure fee rates are within guidelines.
• Assist the HRBP in the onboarding of new hires and comers.
• Notify responsible focal points to arrange for office space, IT equipment, security briefing of new entrants.
• MBP Serve as MBP Administrator/back-up of focal point of Medical Emergency of Country office.
• Mobility Assists in the coordination of relocation of international staff, working in partnership with the Global Mobility Center.
• Exits Provide logistical support for staff leaving the office, in accordance with exit procedures
Relocation Focal Point
• Act as one of Key Relocation Partners with Global Mobility Team; 
• Provide key support to the relocated staff and family members in each country office on the administrative process/protocol process;
• Work closely with RM, Admin, HR, ITS team to ensure smooth relocation of IRS (Internationally Recruited Staff) 

Selection Criteria

• Minimum Education: Bachelor’s degree.  Candidates with master’s degree in business administration or other relevant fields will have an advantage. 
• Minimum of five years of direct relevant experience. 
• Experience in supporting manager position both within and outside the Bank, previous experience or exposure as an Executive Assistant is an advantage. 
• Strong oral and written communication skills both in Korean and English, including ability to draft and edit a variety of correspondence and ensure quality of written outputs for clarity of message. Ability to draft correspondence on a range of topics and ensure quality of documents requiring approval and/or signature. 
• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and tactfully with staff at all levels, with demonstrated good judgment and discretion. 
• Strong organizational skills and demonstrated ability to multitask and judge priorities under extremely tight deadlines. 
• Demonstrated ability to ensure total discretion, confidentiality and strong personal ethics. 
• Demonstrated ability to be proactive, exercise sound judgment, and use problem-solving skills in dealing with unexpected situations, often under pressure. 
• In addition to a proven track record in areas such as judgment, reliability, resourcefulness and flexibility, it is important that the candidate have a positive attitude, be a self-starter and maintain composure under stressful situations. 
• Ability to coach and mentor junior ACS staff. 
• Ability to create a positive and cohesive team environment within the Country Office and in dealing with the other Bank units. 
• Expert use of all relevant computer software using advanced functions on Bank standard computer applications, in particular: MS Office, SAP, etc. 
• Effective analytical, research, innovative and problem-solving skills. 
• High degree of independence, motivation, initiative and reliability. 
• Flexibility and willingness to adjust scope of responsibilities. 
• Flexibility with working hours and willingness to work overtime.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.