World Bank Office Assistant Job Vacancy in Kigali, Rwanda

Background / General description:

The World Bank Country Office in Rwanda
is seeking to hire a seasoned and highly energized professional for the
position of Office Assistant on an Extended Term Temporary 1 year appointment
(renewable).

The successful candidate will be
required to provide professional reception and operational support services to
the organization. S/he will be required to work on multiple concurrent tasks
with constant interruption without losing concentration or attention to detail.
S/he must be able to deal with emergency situations in a calm, efficient and
prompt manner; showing an excellent sense of initiative and discretion

Duties and Accountabilities:

I. Office Support

Receiving,
communicating and screening visitors then directing them to their proper
destination in a courteous and professional manner.
Providing
general information regarding the Bank and responding to routine inquiries
or complaints from clients and members of the public in line with Bank’s
policies and management direction.
Referring
non-routine, sensitive and/or complex requests for information and other
inquiries or complaints to appropriate staff.
Performing
other office support functions, examples of which include receiving,
sorting and ensuring distribution of incoming mail.
Coordinates
day to day office transport requests and vehicle scheduling
Maintain
Internal and external directories, circulating and updating of the
visiting missions schedule weekly, updating of staff Alternative Work
Schedule AWS/Leave/Missions schedule, recording and dispatch of pouch
weekly.

II. Operations Support

Provide
logistic support to missions
Assist
in the preparation and planning of events which include but not limited to
conferences, workshops and retreats.
Track
assigned tasks, coordinates with relevant staff; provide assistance on
project-related matters.
Arrange
Video and audio-conferences for the relevant units; liaise with colleagues
in Washington and the external clients to facilitate these meetings. When
required, order refreshments and follow-up on payments.

Selection Criteria:

Required Competencies:

Technology
and systems knowledge – Able to conduct routine work using basic software
applications (Microsoft Office, Lotus Notes) and appropriate technology
and /or data base management systems.
Project
and task management – Demonstrates attention to details. Able to organize
own work and complete assigned tasks according to directions within agreed
timeline; seeks guidance in organizing non – routine tasks.
Institutional
policies, processes, and procedures – Displays basic awareness of WB
structure and relevant people within the assigned area of responsibility.
Demonstrates basic understanding of policies and procedures and has
ability to apply them in routine situations.
Versatility
and adaptability – Demonstrates ability and willingness to learn.
Client
Orientation – Demonstrates positive client service attitude; is able to
develop good working relationships with internal/external clients.
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) 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.
Business
Judgment and Analytical Decision Making – Demonstrates basic skills in
information retrieval and organization, seeks guidance in complex
situations.

Selection Criteria:

A
Minimum of college diploma preferably in Secretarial Studies or Office
Management or

Business Administration or other
relevant qualification.

At
least 2 years of direct relevant experience in a large International or
service or Private Sector Organization.
Ability
to communicate effectively, in writing and orally in English is essential,
French is desired.
Effective
time management and organizational skills.
Excellent
interpersonal and communication skills, and ability to interact tactfully
with people of all levels.
Demonstrable
team spirit and strong desire to actively contribute to a Bank’s
objectives.
Willingness
and ability to assist in any ad-hoc tasks that may come up.
Excellent
word and data processing skills (Word, Excel, Lotus Notes, etc.)