Office Assistant

Job Posting Organization:
The World Bank Group is a prominent global partnership consisting of five institutions dedicated to addressing the most pressing development challenges faced by countries around the world. Established with the mission to end extreme poverty and promote shared prosperity, the organization operates in 189 member countries and has over 120 offices globally. The World Bank Group is recognized as one of the largest sources of funding and knowledge for developing nations, leveraging data, research, and technology to implement innovative solutions for sustainable development. The organization is committed to fostering partnerships with both public and private sectors to invest in transformative projects that can lead to significant improvements in the lives of people in developing countries.

Job Overview:
The Office Assistant position at the World Bank Uganda Country Office is a critical role that serves as the first point of contact for clients and visitors. This position is designed for individuals who are looking to build a meaningful career while contributing to the mission of the World Bank Group. The Office Assistant will provide essential administrative support, manage reception duties, and assist with various office functions. The role requires a proactive approach to handling multiple tasks simultaneously while maintaining a high level of professionalism and attention to detail. The Office Assistant will work closely with the Senior Executive Assistant and report to the Operations Manager, ensuring smooth operations within the office. This position is ideal for someone who thrives in a dynamic environment and is eager to contribute to the organization's goals.

Duties and Responsibilities:
The Office Assistant will be responsible for a wide range of duties, including but not limited to: providing professional reception services, managing the reception desk, welcoming visitors, guiding them, and providing appropriate information. The role involves sorting and distributing incoming mail, answering telephones, and assisting in maintaining unit files in SharePoint. The Office Assistant will coordinate transport, manage office stationery, and serve as the point of contact for receiving and registering incoming mail and outgoing correspondence. The position requires handling multiple concurrent tasks with interruptions while maintaining focus and attention to detail. The Office Assistant will also manage emergency situations with discretion and diplomacy, support asset and inventory management, and liaise with Facilities and IT colleagues for maintenance activities. Additional responsibilities include preparing documents, maintaining a database of contacts, ensuring a tidy reception area, backing up team members in routine functions, managing office access systems, and coordinating boardroom schedules for meetings.

Required Qualifications:
Candidates for the Office Assistant position should possess a Certificate or Diploma in Secretarial Studies, Administration, or a related field, along with at least three years of relevant working experience. Proficiency in advanced functions of Microsoft Office applications (Word, Outlook, Excel, PowerPoint) is essential. Strong written and spoken English communication skills are required, along with excellent phone etiquette and interpersonal skills. The ability to collaborate effectively within diverse, multi-cultural teams is crucial, and prior experience in an office assistant role is advantageous. Candidates should demonstrate sound organizational skills, the ability to prioritize tasks, and the capacity to work under pressure while respecting confidentiality.

Educational Background:
The educational background required for the Office Assistant position includes a Certificate or Diploma in Secretarial Studies, Administration, or an equivalent qualification. This educational foundation is essential for performing the administrative and support functions required in this role, ensuring that the candidate has the necessary skills and knowledge to succeed in a professional office environment.

Experience:
The position requires candidates to have a minimum of three years of relevant working experience in an administrative or office support role. This experience should ideally include responsibilities similar to those outlined in the duties and responsibilities section, demonstrating the candidate's ability to manage office functions effectively and provide high-quality support to colleagues and clients.

Languages:
The mandatory language requirement for this position is English, which must be demonstrated through both written and spoken communication. While no additional languages are specified as preferred, proficiency in other languages may be considered an asset, particularly in a multicultural environment where diverse client interactions occur.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years. Preference will be given to local talent, meaning applicants who are authorized to work in Uganda for any employer. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life, and disability insurance, as well as paid leave, including parental leave. The organization is committed to being an equal opportunity and inclusive employer, ensuring that all individuals are treated fairly and without discrimination based on gender, religion, race, ethnicity, sexual orientation, or disability.