Office Assistant

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The World Bank is looking to appoint an Office Assistant who will be innovative, and capable of navigating the shortest path through the Bank's internal processes. Delivery of quality work requires high caliber staff, striking the right balance between technical excellence, country knowledge, and client focus. This position is critical to the overall performance of the Bank at the South Africa duty location.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2-year term appointment.

Purpose and Scope of the Position

The Office Assistant will be based in the Pretoria Country Office (CO) and will form part of the Administrative team. The Administrative business lines include:

- Interacting with the Resource Management (RM), Corporate Real Estate (GSDCR), Corporate Security (GSDCS), Health Services Dept HSD, IT, Administration and Client Support (ACS), Human Resources (HRS) and management teams, and a wide spectrum of sector staff and the external business community.

- Management of Administrative Procurement contracts and processes.

- Events Management and Visiting Missions.

- Liaising with the Department of International Relations and Cooperation on visa and accreditation requirements.

- Manage Office transportation policy and use of Bank-owned vehicles.

The selected candidate will work under the general supervision of the Operations Manager, with the day-to-day supervision of the Administrative Officer, and may take on other tasks and responsibilities as needed at the direction of the supervisor.

Duties and Accountabilities

Administrative Tasks

- Handle the reception desk and perform basic office functions such as welcoming visitors, guide and provide appropriate information, and answer the telephone.

- Manage office stationery, assist with photocopying and, serve as point of contact for receiving pouch and courier by registering incoming mails and outgoing mails.

- Handle the physical custody of the office supplies.

- Arrange meetings, and take minutes, memos, letters of the quarterly business review meetings with vendors.

- Archive documents as per WBG policies and procedures, including disposal and incineration.

- Register non-Purchase Order (PO) vendors and create Country Office Administrative PO’s.

- Provide administrative support for major high-level events/activities, including ensuring that timely and accurate information is provided to visiting staff and WB-sponsored official visitors.

- Maintain log of vendor service issues from internal clients and follow through in finding a timely resolution.

- Provide support in ensuring operation of building equipment by coordinating preventive and curative maintenance requirements - calling for repairs.

- Maintain/update regularly a data base of CO contact list and a CO Directory list, including Ministries, UN agencies, hospitals, hotels, embassies etc., and arrange for its distribution at regular intervals.

- Back-up other team members in routine office functions as required.

- In consultation with the Front Office, provide general World Bank information and respond to routine inquiries or complaints from clients and members of the public as directed by management.

- Manage the board room schedule, including scheduling of videoconferences and advise teams on availability of meeting rooms.

- Coordinate with the Hospitality team in ensuring the office board rooms are prepared ahead of the meeting.

- Contribute to the activities of the Administrative Procurement Committee (APC) for the Pretoria duty location.

- Participate in ensuring that established procedures for all fire, life safety and security programs are followed for periodic inspections and staff emergency drills.

- Identify and resolve diverse administrative issues as they arise, which often require interpretation of existing procedures and processes and independently determine appropriate applications and/ or in consultation with the appropriate team members.

- Provide support on the day-to-day operations of the outsourced administrative services for the office, including regular and periodical needs for housekeeping services i.e. office cleaning, supply of office newspapers, drinking water and office coffee and tea services.

- Help with visa applications, and write out welcome letters.

- Assist in the distribution and return of security cards to visiting missions for entrance and exit to the Country Office.

Transport Coordinator

- Assist in coordinating staff's daily travel and field mission transport schedule, and provide timely updates on the transport schedule.

- Book appointments for the maintenance of the office vehicles.

- Assist with keeping an accurate and up-to-date record on the office vehicle logbooks.

- Keep a detailed record of the expenditure related to the office vehicle, such as fuel and maintenance costs.

- Verify the final invoices from shuttle companies before submitting for payment.

- Coordinate quarterly meetings with the shuttle companies, which is essential for discussing the Service Level Agreement (SLA).