Executive Assistant

Do you want to build a career that is truly worthwhile? Working at the World Bank Group (WBG) offers a unique opportunity to help our clients address their greatest development challenges. In Zambia, the World Bank Group works through its institutions—the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC) and the Multilateral Investment Guarantee Agency (MIGA)—to support the country’s development priorities by combining public sector financing, private sector investment, guarantees, analytics, policy dialogue, and convening power Visit www.worldbank.org VPU Context: The Country Management Unit (CMU) for Africa East Central East Countries 1 (AECE1) includes Tanzania, Malawi, Zambia, and Zimbabwe. The AECE1 CMU Office is in Dar es Salaam, Tanzania, and covers the Offices. Unit Context: Zambia Country Context The WBG program in Zambia is broad and strategically important, combining IDA and IBRD operations, Trust Fund-financed activities, IFC private sector engagement, MIGA instruments where relevant, analytics, advisory services and policy dialogue. The Lusaka Country Office plays a central role in supporting delivery of the country program, maintaining strong client relationships, coordinating across WBG institutions, and engaging with government, development partners and private sector stakeholders. To support this agenda, the Zambia Country Office is seeking a highly organized, discreet and proactive Executive Assistant to support the WBG Country Manager (CM) and help ensure the effective functioning of the CM’s Front Office. The selected candidate will provide high-quality executive support, facilitate coordination across WBG teams and institutions, strengthen information flow and follow-up, and contribute to an efficient, client-focused and collaborative office environment. Duties and accountabilities: The successful candidate will work under the overall leadership of the CM. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations. Specifically, the Executive Assistant will be responsible for the following: (i) Managing the CM’s Office • Manages the CM’s schedule; organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondence and messages to the CM, independently responding to extensive and diverse inquiries, liaising with others in the CMU, including Washington and making independent decisions when multiple courses of action are required. Monitors and follows up on issues related to the CM’s function and ensures that relevant staff members are informed. Handles sensitive and confidential information. Ensures timely submission and review of briefing materials and appropriate follow-up actions, making sure materials are presented to the Country Manager for review prior to meetings. • Initiates and coordinates all aspects of the CM’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.), including coordinating the travel and protocol needs of the CM while on mission. • Drafts correspondence and prepares and ensures adherence to administrative guidelines and overall quality of outputs requiring the CM’s signature. • Provides general research support and utilizes all relevant computer software, including artificial intelligence tools, to retrieve, maintain and manipulate data and independently respond to diverse inquiries and make decisions when multiple courses of action are possible. • Establishes and maintains relevant files and databases for the Country Office. • Ensures the quality and timeliness of information emanating from the front office; independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other information as necessary. • Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally. Provides follow-up on required actions and monitors compliance. Responds to diverse inquiries and makes decisions when multiple courses of action are possible. Establishes and maintains an effective network of contacts with Government officials at the highest level. (ii) Representation and Liaison • Provide guidance, leadership and direction within the CMU to facilitate a changing work environment and a strong communication flow among virtual teams. Coordinate with the Tanzania, Malawi and Zimbabwe Executive Assistants, as well as Nairobi[MV1.1] and Washington-based staff on a regular basis, assuring smooth functioning of the Country Office (CO) Front Office. • Help maintain effective working relationships with government counterparts, development partners, private sector stakeholders, regional teams, and WBG staff across practices and institutions, ensuring timely follow-up and professional engagement on behalf of the CM’s Office. • Independently organize high-level events such as client and donor meetings and workshops and high-level visits. (iii) Country Office Front Office • Ensure effective operation of the CM's Front Office, correspondence flow and specifically records management. Work closely with and support the Country Office’s Operations Officer(s), as needed. • Support the CM’s oversight of the Zambia country program by tracking key follow-up actions, coordinating inputs for management briefings, supporting mission schedules, and helping ensure the timely flow of information on operational, portfolio, and corporate priorities. • Support effective coordination across WBG institutions in Zambia, including IBRD/IDA, IFC and MIGA as relevant, by facilitating information flow, scheduling, mission logistics, meeting preparation, and follow-up on issues of common interest. (iv) Outreach work • Provide day-to-day coordination, guidance, and quality assurance for Administrative and Client Support (ACS) staff in the Lusaka Country Office, promoting consistent service standards, effective workload management, knowledge sharing, and collaboration across teams. Act as the liaison person with the Washington unit and the CMU.