Overview
Provide high-quality executive support to the WBG Country Manager and ensure the effective functioning of the CM’s Front Office. Facilitate coordination across WBG teams and institutions, strengthen information flow and follow-up, and contribute to an efficient, client-focused and collaborative office environment.
Key Responsibilities
- 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.
- 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 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.
- 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.
- 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.
Required Experience
- Minimum of seven years of direct relevant experience.
- Experience in dealing with senior officials , previous experience or exposure as an Executive Assistant is an advantage.
Qualifications
- Minimum Education: High School Diploma or a professional qualification in office management or administrative support.
- Candidates with Bachelor’s degree in Business Administration, Social Sciences or other relevant field will have an advantage.
