The World Bank is an international financial institution that provides loans to countries of the world for capital programs. It uses financial resources and extensive experience to help countries to reduce poverty, increase economic growth, and improve quality of life.
Job Title: Administrative Assistant
Job #: 171573
Job Family: Administration
Job Type: Administrative
Recruitment Type: Local Hire
Language Requirement: English [Essential]
Background / General Description
- This position requires that the incumbent possess cognate education and experience to assist the Resource Management Officer; the Facilities Manager and the Security Specialist in the Nigeria Country Office in the day to day running and operation of the country office.
- He/she is expected to ensure that the administrative processes, travel coordination, protocol arrangements, security architecture/reports and facilities generally in the Country Office are running smoothly, continuously and efficiently at all times and that lapses are promptly brought to the attention of appropriate Bank officers for immediate resolution.
- The duties and responsibilities of the incumbent will include, but are not limited to the following:
- The Administrative/Travel/Facilities/Security/Visiting Mission Assistant will be a member of the World Bank’s Resource Management Team while supporting other teams and units where he/she also has a number of other responsibilities.
- The incumbent in this position works under the guidance of senior team members on detailed issues, using accuracy and attention to details in order to meet the target of the country office for timely processing of transactions and reporting of day-to-day RM, Travel, Facilities and Security work programs.
- Also, he/she needs to use working knowledge of daily Bank procedures to ensure that all the listed work programs are completed effectively, efficiently and timeously, working as need be with others in the team or in other Bank units.
- The incumbent is expected to multi-task as well as smartly apportion his time and energy appropriately to ensure that no area of his assignments suffer neglect or inadequate attention.
- Handle local purchasing of supplies (including printing); equipment and contracts for services.
- Manage insurance-related issues, updating the Country Office Insurance Schedule of local and foreign properties and motor vehicles in SAP.
- Procure and/or renew local insurance policy.
- Enter Bank assets in SAP Asset Register and ensure that new acquisitions are promptly posted in SAP.
- Undertake regular annual reconciliation of Country Office Assets/Inventory records.
- Hotel reservations for staff and visiting missions.
- Handling Unit correspondence, filing and retrieval of documents.
- Drafting standard letters, memos, minutes, faxes, etc conforming to the Organization’s regional standards, using proper grammar, punctuation and style.
- Photocopying and scanning of documents.
- Handle Bank publications and adverts in Newspapers and Magazines.
- Handle office supplies within the stipulated threshold.
- Handle all Consular, Privileges and Immunities matters for the Country Office and IFC.
- Protocol services and liaison with key Government agencies, the UN as well as Embassies.
- Provide logistics support and assist in managing and handling VIP visits.
- Provide logistics support and assist in the management and delivery of special events organized by the Country Office and/or Headquarters units.
- Over sight on the Transport Unit comprising all CO drivers and all the vehicles in the pool.
- Issue Access Cards to eligible staff, consultants and visitors.
- Deliver training to other RM staff on how to issue Access Cards.
- Preparation, renewal and reconciliation of supply and Firm contracts.
- Using desktop processing skills to produce complex texts, reports, figures, graphs, etc according to World Bank formats and standards.
- Manages Country Office electrical consumables.
- Generates worklist in SAP in event of disposal of Assets.
- Any other job that may be assigned by the RMO or any person in an acting capacity.
- Visiting Mission Coordination, including country-based travelers:
- Develop and monitor a Staff tracking report for all operational missions within or going out of the country.
- Produce staff track report twice a week for the CD and the Security Specialist.
- Liaise with the Country Office Security Specialist and the acting Travel coordinator to ensure that legitimate logistics needs of visiting staff are met at all times, whenever possible.
- Keeps record of staff visiting on missions.
- Prepares bi-weekly visiting mission and staff movement report that goes to the CD.
- In the absence of the Security Specialist, seeks and obtains Country Office security clearance from the CD or acting CD before staff members travel on mission.
- Develop a template for monitoring all vising missions coming into Nigeria.
- Ensure regular monitoring of all visiting missions with up to date information of their coordinates.
- Keep a close tab on all visiting staff and ensure that any issues are promptly reported to the Country Director.
- Monitor the status and location of visiting staff at all times, including during emergencies.
- Assists the Security Specialist in conducting security briefing to visiting staff.
- Processing of Import/Export Exemption certificates for the Country office and Staff members relocating to Nigeria Office(IRS), from the Ministry of Foreign Affairs, Agriculture, and the Department of Customs and Excise on behalf of the World Bank.
- Monitoring of shipments meant for the Country office from point of departure to arrival.
- Liaison with designated clearing agents to ensure early clearance of equipment, machineries, furniture and other assets for the Country Office.
- Close liaison with Immigration on shipping matters if and where necessary.
- Any other administrative, security or protocol-related duties as may be assigned by the Country Office RMO.
- Significant back-up to the CO Security Specialist in the handling of routine security-related issues by maintaining close liaison with the various providers of security services, UN and appropriate government agencies to ensure safety of lives and properties;
- Work with the Security Specialist and RMO to periodically update critical security documents such as Crisis Action Plan, Emergency Relocation and Evacuation Plan, Staff and Family Data List, etc….
- In conjunction with the CO Security Specialist, issue security advisory to staff and attend security focal points meetings at the UN.
- Member of the CO Crisis Management Team(CMT) only as a proxy when the Security Specialist is not present or strictly by invitation by the CD.
- Assist the SS in the preparation of the weekly Mission Reports
- Maintain and update records of all security equipment in the CO such as visiting missions’ cell phones, satellite phones, VHF radios and HF radios, etc.
- Assist the Facilities Manager(FM) deliver and manage the delivery of a range of services required to provide and maintain an appropriate working / living environment for staff and visitors which is safe and conducive to efficiency and which makes a positive statement about World Bank Group to clients and customers.
- Trouble-shoot, monitor and report problems with the Abuja Estate and residence to a call down contractor to fix building related problems and inform the FM immediately.
- Assist the FM in optimal Institutional safe guarding and gate keeping in upholding policies, procedures and processes with quality assurance.
- Asset and inventory management support: assist the FM to undertake at least one mandatory annual inventory check / update of Nigeria Country Office and residential premises furniture and equipment inventory items (in compliance with corporate guidelines)
- Ensure the three fuel dumps are checked and filled up in a timely manner.
- Ensure the fuel dip is taken weekly and alert FM for re-order before the tanks goes down to ¼
- Reconcile fuel usage by 5th of the following month
- Regularly inspect the tanks and report to FM.
- Ensure deliveries of diesel meet needs and is well recorded.
- Ensure the distribution of diesel are well documented.
- Ensure use of the pre-qualified diesel supply vendors.
- Always get 3 quotes for consideration before award of supply.
- Ensure to get appropriate clearance from the Facilities manager before embarking on the procurement steps and processes as enumerated.
- Ensure contracts for the procurement of all goods and services required for the optimum operation of all estates in Abuja are in place and well documented.
- Make best use of available resources to achieve best value for money for the WB.
- Undertake the procurement process for new and existing contracts following Corporate Guidelines when required or upon request of the Facilities Manager.
- Ensure that all contracts comply (where appropriate) with WB corporate standards.
- Monitor performance of suppliers against the contract agreement and no work is paid for unless fully inspected, satisfied and signed off by either resident or by you.
- Provide assurance through reporting to the FM on the effectiveness of the procurement process being followed.
- Regularly visit markets and shops to test the market for prices charged by contractors and suppliers and to ensure WB gets value for money in procurement of goods and services and that prices charged by contractor can be demonstrably shown to be at good market rate.
- Work with the FM in keeping records of market trends in view of future reviews of the Approved Vendor List.
- Undertake weekly facilities check every Wednesday and submit weekly facilities report every Friday in the GSDCR IFM approved template
- Ensure premises fitness for purpose integrity exercises are conducted routinely as scheduled, to include all daily, weekly, quarterly, bi-annual, and or annual schedules) to include fire, life and safety (FLS), fumigation, electrical systems, water pressure pumps, UPS, Central Stabilizers, inverters, ACs, generators, fuel pumps and tanks etc and accurate records and report made to the FM.
- Monitor all aspects of facilities maintenance and develop a system that ensure WB estates in Abuja, including two residences off-site are operating to full satisfaction of staff, customers and clients at all times.
- Maintain open and effective communication with counterpart officer working to RM, IT, clients and contractors, and share best practice on maintenance and facilities management.
- Carry out a Health and Safety assessment at least once a year and report finding to the FM, ensuring that appropriate standards are being followed without exception: fire alarms and fire equipment are operating properly, emergency exits are unobstructed, electrical cabling is tested and working environment meets standards. To ensure that valid evacuation drills are in place and tested regularly and to report on evacuation drills .
- Maintain Log for water, electricity, diesel, and car petrol usage for reporting Nigeria carbon foot print annual survey
- Perform any other Ad hoc duties as required and directed by the Facilities Manager.
- Minimum Bachelor Degree and at least 3 years of relevant experience.
- Previous experience with a multilateral/bilateral organization is an advantage.
- Technology and systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills in technology.
- Project and task management – Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
- Institutional policies, processes, and procedures – Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.
- Versatility and adaptability – Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.
- Client Orientation (ACS) – Exhibit good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
- Learning, knowledge sharing and communication (ACS) – Good English language skills (verbal and written) Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
- Business judgment and analytical decision making (ACS) – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
- Drive for Results – Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
- Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
Job Title: Security Specialist
Job No.: 171574
Recruitment Type: International Hire
- The World Bank is a vital source of financial and technical assistance to developing countries around the world. We are not a bank in the ordinary sense but a unique partnership to reduce poverty and support development. The World Bank Group (WBG) comprises five institutions managed by their member countries. Established in 1944, the World Bank Group is headquartered in Washington, D.C. The WBG employs more than 14,000 employees in more than 120 offices worldwide.
- The position of Security Specialist – Nigeria will be in the World Bank Country Office in Abuja, Nigeria to support WBG operations. The incumbent will be one of two security specialists responsible for the security programs of the Abuja Country Office and International Finance Corporation office in Lagos, Nigeria. The position will be the senior in-country security position within the Corporate Security (GSDRS) division of the General Services Department (GSD) of the World Bank Group (WBG).
- The incumbent will report to, and receive support and direction from, the Head of Global Operations through the Senior Security Specialist for West and Central Africa (AFWC) based in Dakar, Senegal.
- The incumbent will advise and consult and report to the Country Director in the IBRD and IFC Offices of responsibility and will discharge his/her assignment under the direct authority and guidance of both managers.
- The incumbent will serve in a full-time capacity and on-call for emergencies.
- After the initial assignment and assessment period the incumbent will remain based in Abuja but may be responsible for the oversight of security of other AFWC countries and offices. Those duties and responsibilities will be determined by Corporate Security Senior Management.
- The incumbent may be required to provide occasional back-up support to WBG Country Offices and Security Specialists in the AFWC region and other regions, which will require travel on short notice.
- The duties of the Country Security Specialist are to provide security support to WBG Country Office management and staff in the following areas: a) security risk management; b) security awareness; c) contingency planning; d) protective operations; e) guard force contract management; f) advise staff on residential security; g) provide 24-hour on call emergency security support to WBG Country Office staff.
Security Risk Management:
- Provide inputs for the preparation of the Security Risk Assessment for Nigeria within the GSDCS specified frequency as directed.
- Assist Country Office management in developing and overseeing the day-to-day conduct of the office security programs, including staff travel to Northern Nigeria, Chad, and Niger, by ensuring preparation of adequate responses to security incidents, travel security natural disasters and crisis events occurring.
- Implement security risk management measures in the World Bank’s expanding engagement in the Lake Chad Basin, with specific concentration on NE Nigeria.
- Provide general residential security advice to all staff.
- Provide advice on security arrangements at hotels, restaurants, ministries, diplomatic/international organizations and other locations which staff may visit for business or recreation purposes.
- Liaise with host government security and law enforcement officials as appropriate and with security advisors for diplomatic/international organizations and private security firms to establish a network of contacts.
- Assist staff and visiting missions in reporting incidents (GSDCS, UNDSS, host government, etc.).
- Ensure a viable system is in place to track staff, note arrival/departure/residence changes, contact details while at the field location, and to coordinate with UNDSS and the WBG Security Operations Center.
- Where applicable, manage the Country Office security guard services contracts to include the procurement process, contract extensions, conducting periodic reviews with guard services contract management, certification of invoices, documentation of non-performance and other issues, modifications of the contract and required reporting and documentation in coordination with Corporate Security, primarily through the World Bank headquarters based GSDRS Security Specialist managing Guard Contract Services and Corporate Procurement.
- Provide technical security advice to and coordinate with Corporate Real Estate, in consultation with the Security Specialist for Real Estate and the Senior Security Specialist, for existing facilities and any potential new offices to include site selection and installation of effective physical and procedural security measures.
- Manage the video surveillance, card access and other physical security and fire/life safety systems. Carry out testing and evacuation drills periodically.
- Monitor and advise on residential security upgrades for newly acquired and existing residences of international staff.
- Manage the Country Office major security equipment programs (portable items such as handheld/ walk-through metal detectors, package screening devices, communications and ECM equipment and armored vehicles) to include the procurement process when applicable, contract extensions, documentation of non-performance and other issues, certification of invoices, modifications of the contract, training guards and drivers on use of equipment and required reporting and documentation in coordination with Corporate Security, primarily through the World Bank headquarters based GSDCS Security Specialist and Corporate Procurement.
- Assist the Country Director with the development and implementation of a road safety policy. Once established, assist the CO management with monitoring compliance of any local vendors selected to operate motor vehicles on behalf of the country Office.
- Develop and cultivate a network of security colleagues for up-to-date information-sharing about security developments around the country.
- Provide newly arriving staff and visiting missions with practical security advice and contact information in advance of their visit and briefings upon arrival specific to the current situation and their mission.
- Provide briefings, communications and logistical support for field missions.
- Draft staff security advisories on risk mitigation in response to the general security situation, following significant specific incidents and during periods of heightened risk.
- Conduct periodic security awareness briefings for all staff.
- Deliver or coordinate relevant security training for all staff.
- Coordinate revisions of the Crisis Management Plan / Emergency Response (CMT) on an annual basis or more frequently as required or directed.
- Serve as advisor to, and conduct training for, Country Office Crisis Management Teams.
- Maintain and update as necessary all Country Office contingency planning material, reference documents and annexes.
- Organize periodic tabletop exercises to test the CMT.
- Maintain and periodically test the staff telephone tree, warden system and other local contingency plans.
- Organize security and fire/life safety training and briefings for all staff.
- Maintain and enhance the Country Office emergency contact and locator systems and ensure coordination between the Country Office, UNDSS and the WBG Security Operations Center.
- Continually assess in-country relocation and out-of-country evacuation options.
- Manage and document the entire range of armed protective operations, when applicable, to include the coordination of vehicle movements, the level of protection required for specific movements, the site advance security assessments and arrangements.
- Plan emergency response actions in the event of an emergency or a direct or indirect threat to staff. Take proactive measures to prevent involvement in such activities, and perform reactively to avoid/escape from those in progress.
- Review daily staff travel schedules and projected travel itineraries to identify potential security and safety-related issues.
- Arrange the appropriate level of security for visiting senior World Bank officials.
- Arrange continuing or special host government protective services support for staff, visiting missions and facilities as necessary.
- Coordinate security arrangements for World Bank Group sponsored conferences and training events held in Nigeria and other AFR offices as required.
- Recommend security policies and procedures to management to include approved/prohibited locations and ensure a mechanism is in place to keep staff informed and to document and report to management violations of policies and procedures.
- Assist with the management of the Country Office security guard services contracts to include the procurement process, contract extensions, conducting periodic reviews with guard services contract management, certification of invoices, documentation of non-performance and other issues, modifications of the contract and required reporting and documentation in coordination with Corporate Security (effective July 1, 2014 primarily through the World Bank headquarters based GSDCS Security Specialist – Guard Services) and the Senior Security Specialist (West and Central Africa).
- Provide 24-hour on call emergency support to the responsible WBG Country Offices and staff (to include Visiting Mission staff).
- Other Responsibilities As May Be Assigned and the ability to travel on short notice to high risk locations.
- Knowledge of the development of security policies and procedures and a general understanding of threat mitigation procedures and high risk operations.
- Ability to draft security advisories and notifications for consideration and implementation by Country Office management.
- Knowledge of protective operations.
- Familiar with basic procurement procedures and project/resource management.
- Clearly and effectively speaks and writes, tailoring language, tone, style and format to different audiences;
- Listens to others, correctly interprets messages from others and responds appropriately.
- Works collaboratively with colleagues to achieve organizational goals;
- Builds consensus for task purpose and direction with team members;
- Solicits input by genuinely valuing others’ ideas and expertise and is willing to learn from others.
- Activities and assignments, adjusting priorities as required;
- Allocates appropriate amount of time and resources for completing work;
- Foresees risks and allows for contingencies when planning.
- Adheres to organizational rules, regulations and standards;
- Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
- Provides services, support, advice, guidance to internal or external clients, and seeks to see things from their points of view;
- Establishes and maintains productive partnerships with clients by gaining their trust and respect.
- Actively seeks to improve programs or services;
- Demonstrates resourcefulness by finding new solutions to address operational or strategic problems.
- Keeps abreast of new occupational/professional developments;
- Contributes to the learning of colleagues and subordinates;
- Provides constructive security advisory, training, coaching and feedback for others.
- University Degree in relevant discipline (National Security Studies, Risk Management, Police Science or Criminal Justice) at a Bachelor’s level with five years professional management experience required, or at a Master’s level with three years’ experience or equivalent combination of education and experience.
- Minimum 5 years of progressive experience in security program management with an international or diplomatic organization preferred;
- Knowledge and experience in security program delivery and project implementation, especially in the geographic area of responsibility;
- Proficiency in Microsoft Windows applications, namely, Excel, Word and Power Point;
- Valid driver’s license;
- Proven proficiency in speaking, reading, and writing English. Knowledge of any local languages a positive.
Interested persons should CLICK TO APPLY ONLINE
Deadline: 5th September, 2017.