Senior Administrative Assistant

Job Posting Organization:
The World Bank Group is a unique global partnership of five institutions established to end extreme poverty and promote shared prosperity on a livable planet. The organization collaborates with public and private sector partners to address complex development challenges across 189 member countries and operates more than 120 offices worldwide. The World Bank Group is committed to fostering sustainable economic growth and improving living conditions for people around the globe. For more information, visit www.worldbank.org.

Job Overview:
The Senior Administrative Assistant position is crucial for ensuring the smooth operation of the Senior Representative Front Office in Paris. This role involves a variety of administrative tasks that support the Senior Representative in managing relationships with European stakeholders, including the European Commission and various bilateral governments. The Senior Administrative Assistant will be responsible for maintaining office procedures, supporting strategic planning, and ensuring effective communication within the office. The position requires a proactive and detail-oriented individual who can handle multiple tasks efficiently while maintaining a high level of professionalism. The role also includes overseeing day-to-day office operations, managing facilities support, and assisting with relocation and protocol support for staff. The successful candidate will play a key role in enhancing the operational efficiency of the office and ensuring that all administrative functions are executed seamlessly.

Duties and Responsibilities:
The Senior Administrative Assistant will be responsible for a wide range of duties, including but not limited to:

• Office Administration: Ensuring smooth operation of office procedures, maintaining distribution lists, supporting staffing footprint planning, and developing monitoring tools.
• Facilities Support: Overseeing daily office operations, managing outsourced services, collaborating on office expansion projects, and developing procurement plans.
• Relocation and Protocol Support: Providing resources for relocating staff, supporting onboarding experiences, coordinating with the French Protocol, and assisting with administrative issues related to relocation.
• Other Support: Performing additional tasks as assigned, playing an HR proxy role, and serving as an office focal point for various functions and initiatives. The role requires excellent organizational skills, the ability to manage multiple priorities, and a commitment to maintaining high standards of office administration.

Required Qualifications:
Candidates must possess a Bachelor’s degree and have at least five years of relevant experience, preferably in international development organizations. Experience in office administration, protocol, or program support roles is essential. The ability to handle sensitive and confidential matters with maturity and judgment is crucial. Candidates should demonstrate excellent interpersonal and communication skills, both written and verbal, and have strong organizational and time management abilities. Proficiency in relevant computer software systems is required, along with a willingness to learn new programs as needed. Preference will be given to local candidates authorized to work in Paris without employer sponsorship.

Educational Background:
A Bachelor’s degree is required for this position. The degree should be in a relevant field that supports the administrative functions of the role, such as business administration, public administration, or a related discipline. Candidates with advanced degrees may have an advantage in the selection process, particularly if they have specialized knowledge relevant to international development or administrative support.

Experience:
The position requires a minimum of five years of relevant experience in office administration, protocol, or program support roles. Candidates should have a proven track record of managing administrative tasks in a fast-paced environment, preferably within international organizations. Experience in handling sensitive information and working with diverse stakeholders is highly valued. The ability to adapt to changing priorities and work effectively under pressure is essential for success in this role.

Languages:
Fluency in English is mandatory, as it is the primary language of communication within the World Bank Group. Proficiency in French is preferred, as it will facilitate communication with local stakeholders and enhance the ability to support staff in their relocation and integration into the Paris office. Knowledge of additional languages may be considered an asset, particularly if they are relevant to the organization's operations in Europe.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years. The role is full-time and requires candidates to be authorized to work in Paris without employer sponsorship. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life and disability insurance, and paid leave, including parental leave. The organization is committed to diversity and inclusion, ensuring equal opportunities for all applicants regardless of gender, identity, religion, race, ethnicity, sexual orientation, or disability.