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Country Management Unit Context
The AECC2 country management unit (CMU), covers 4 countries (Angola, Burundi, Democratic Republic of Congo, and Sao Tome and Principe) 3 of which are International Development Association (IDA) countries, with higher rates of poverty. AECC2 delivers a strong program of Advisory Services and Analytics (ASA) and lending services across all the countries with a focus on key structural reforms.
More information on Angola: https://www.worldbank.org/en/country/angola
The World Bank Group (WBG) Office in Luanda, Angola, is responsible for overseeing the World Bank’s programs for both International Bank for Reconstruction and Development and International Finance Corporation in the Country. The World Bank Group Office houses about 60 World Bank and International Finance Corporation staff including consultants who are responsible for maintaining a successful Bank relationship with our clients. The team works with integrity, dedication, and strong team spirit to improve the wellbeing of the most disadvantaged and promote shared prosperity. To meet the needs of diverse program, the World Bank Office in Luanda needs a strong team that provides administrative and facility support to the Luanda Country Office.
The successful applicant for an Administrative/Facilities Assistant position will have a two-year contract in the Luanda Country Office, subject to local recruitment and the local salary scale. The Facilities Assistant will receive day-to-day guidance on priorities and fulfillment of responsibilities from the Country Manager in the Luanda Country Office.
The Administrative/Facilities Assistant reports to the Resource Management Analyst and the Country Manager and works closely with administrative, and IT teams. The Administrative/Facilities Assistant supports the maintenance of the Angola office building. He/she conducts daily rounds of the building throughout the day to report and identify facility issues and propose solutions to solve them. The Facilities Assistant is assigned responsibility for some administrative and security functions. The Administrative/Facilities Assistant coordinates the pool of drivers, procurement of goods and services, monitoring internal office supplies and fuel consumption.
Roles & Responsibility
The specific duties and responsibilities for this position are but not limited to the following:
Facilities Focal Points
- Ensure all Facilities-related issues are promptly resolved either by contacting the onsite building operations and maintenance contractor, or WB’s external contractors depending on the nature of the problem. Maintain a log of resolutions with issue type, contractor and actions taken, acceptance by the staff member who brought issue to light, close of service ticket.
- Serve as the first contact person for all facilities-related inquiries and ensure that all requests are handled in an efficient, timely and smooth manner.
- Follow up with contractors when an immediate solution is not possible, or in case of a force majeure.
- Follow up with respective service providers on scheduling maintenance services and ensuring that those take place regularly, in accordance with the conditions stipulated by the respective contract.
- Conduct routine maintenance rounds of the building to ensure that all mechanical, electrical, plumbing systems, fire and safety systems and security systems are functional. Check on cleanliness of premises and on toilet supplies and adjust if necessary.
- Have meetings when necessary, with cleaning and gardening site workers
- Maintain the building signage and drawings up to date.
- Participate in meetings at a frequency to be determined with the Resource Management Analyst and service providers’ representatives.
- Handle requests for moving furniture between offices.
- Manage the archives and storage areas.
- Monitor office space allocation
- Report daily to the Resource Management Analyst on the situation with the facilities, the different services provided and seek his/her guidance and prior approval as required.
- Liaise with Goods & Services Department unit in DC and the IT team locally for matters requiring their guidance.
- Allocate property numbers to all Bank assets.
- Ensure that Bank assets (office & residential) are maintained.
- Assist Resource Management Analyst with the disposal of surplus and obsolete assets
- Coordinate with auctioneers in cases of asset disposal via auction.
Assistance on administrative tasks
- Keep track of incoming facilities-contractor vendor invoices and forward them in a timely manner to the Facilities Manager for approval and payment processing.
- Assist in preparation of tender documents for maintenance contracts.
- Actively participate in preparation process for new projects and provide primary assistance to the Resource Management Analyst in the implementation of existing new projects. Monitor and report during implementation. Prepare procurement proposals; request for proforma invoices; coordinates and negotiates with vendors.
- Assist the Resource Management Analyst in developing yearly budget forecasts.
- Provide administrative support to the overall office security plan.
- Crisis Management – Together with the Resource Management and Security Advisor, update the crisis plan bi-annually.
- Participate in UN wardens’ meetings.
- Minimum Education/Experience: Bachelor’s Degree in Business Administration, Procurement & Finance and at least four years of progressive experience in the related field of work, preferably with International Development Organization.
- Must possess analytical skills, Real Estate Asset management knowledge, ability to reconcile accounts and excellent verbal and written skills.
- Must be able to multi-task, establish priorities and organize efficiently.
- Knowledge of computer and familiarity with Systems Applications and Products (SAP) accounting software is also essential.
- Exhibits positive and professional client service attitude; can understand clients’ needs and complete them professionally.
- Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
- Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.