Senior Office Administrator

Job #: req24586

Organization: IFC

Sector: Administration/Office Support

Grade: GD

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Colombo,Sri Lanka

Required Language(s): Sinhala, English

Preferred Language(s): Closing Date: 10/23/2023 (MM/DD/YYYY) at 11:59pm UTC

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.

IFC South Asia region is seeking applications for an Office Administrator role for IFC in Colombo (OA) who will primarily assist in overseeing security personnel, drivers, logistics and office cleaning staff (outsourced). He/ she will ensure steady office and facilities supplies and manage overall office facilities (administration and maintenance). He/she will manage front office staff (reception), and handle protocol and administrative clearances.

Roles and Responsibilities

Responsibilities include but are not limited to:

•  Advising and assisting the IFC Country Manager and the Country Officer in the areas of office management and administration such as front desk/reception, facilities, drivers, cleaners/tea service staff and security staff.
•  Procuring general office services (supplies, rentals, travel) and maintenance of office (office premises, vehicles, equipment and furniture); and negotiating contracts with vendors and suppliers.
•  Processing necessary government clearances, licenses, inspections, registrations and insurance in compliance with Sri Lanka regulations.
•  Supporting Internationally Recruited Staff by handling residence visa processes, custom clearances, vehicle imports, housing, fiscal and other office or staff matters relating to the government. Coordinate with the Ministry of Foreign Affairs regarding all protocol matters (required arrangements for high level visitors and VIP terminal facilities). Work closely with the Departments of Immigration, Inland Revenue and Customs.
•  Hiring and managing of local temporary support staff, as required.
•  Coordinating high level visits, workshops, conferences, retreats and other events, as required.
•  Drafting correspondence on a range of topics and ensure quality of documents requiring Head of Office approval and/or signature.
•  Acting as Security Focal Point for staff and visitors; liaison with relevant Government/UN agencies, providers of medical and other emergencies services; Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team).
•  The OA will be the custodian for all physical assets, except IT.
•  Maintaining various internal administrative and security guidelines and reports.
•  Handling office/equipment (other than IT) operations, maintenance and repairs; matters involving the landlord; office-related budget/expenditure matters (with the finance team).
•  The OA will work in close collaboration with IBRD Resource Management and Administration staff on a number of processes relating to building /facilities, and administration issues pertaining to the co-located IFC and IBRD offices in Sri Lanka.

Selection Criteria

The successful candidate must demonstrate the following competencies:

•  Technology and systems knowledge: Able to conduct routine work using basic software applications (Microsoft Office applications) and other relevant technology and / or data base management systems.
•  Project and task management: Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks, prioritize own work and work of internal clients and complete tasks within agreed schedule institutional policies, processes, and procedures.
•  Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people; and has ability to apply them in routine situations.
•  Versatility and adaptability: demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology.
•  Identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
•  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 on clients.
•  Ability 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.

Other Selection Criteria

•  Minimum of Bachelor’s degree in business, economics or other relevant subjects; a diploma in Secretarial Practice or equivalent is desirable.
•  Prior experience in the areas of logistics / project management will be very useful.
•  At least 5 years of relevant experience; experience working for a diplomatic agency or development organization will be a strong plus.
•  Excellent written and spoken English and Sinhala.

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.