Senior Administrative Officer

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

The South Asia Region (Afghanistan, Bangladesh, Bhutan, India, Maldives, Nepal, Pakistan and Sri Lanka) is at a crucial stage of development. Rapid economic growth, driven by urbanization and demographic dividend, has brought down poverty rates, but severe forms of exclusion and disparities based on ethnicity, caste, and gender remain. Rapid growth has also come with congestion and pollution in cities. South Asia is more than other regions affected by changes in temperature and extreme weather event. Additional challenges are that South Asia is underperforming in exports, has large informal sectors and low female labor force participation rates. All these challenges must be addressed to secure rapid growth in coming decades. Private sector led growth, focused on investments in infrastructure, energy, logistics and cities are essential to generate the jobs needed to employ South Asia’s sizeable youth population. At the same time, the region needs to continue building human capital so that South Asia’s population is well equipped for the jobs of the future. 

Duties and responsibilities:

Support and advise the Operations Manager (for Bangladesh Country Office) in all administrative functions for Bangladesh CMU and Bangladesh Country Office for achieving the desired results and identifying mission-driven solutions that are financially, environmentally and socially sustainable.

Supervising the Administrative Team; Collaboration across boundaries/other Teams:

• Institute quality control measures of the Team.
• Encourage and promote teamwork within the Administrative Group; and assign and review work assignments and performance of the Administrative staff.
• Mentor, lead, train and motivate staff to provide effective and efficient support as a team.
• Lead management of Office Transportation and usages of Bank-owned vehicles; collaborate with the Security Team in the implementation of Bank Road Safety Transportation Policy.
• Ensure Country Office Vendor Drivers and Messengers’ pools are efficiently managed with full compliance of the contract between the Bank and the Vendor.
• Collaborate on Office improvement activities with the Facilities Team.

Overseeing Administrative Procurement and Contract Management:

• Procurement of office equipment/supplies and periodical review of the Bank’s outsourcing program for facility management and office operations in consultation with Corporate Procurement, CMU and the Global Corporate Solutions Team. As Contract Manager for outsourced services, participate in bid reviews /evaluation and ensure compliance with Bank guidelines and host government regulations on outsourcing practices and tax exemptions. Institute cost and quality measures and ensure all procurements are in accordance of the Bank’s Corporate Procurement guidelines; keep abreast of technically advanced environmentally friendly equipment /supplies and refresh knowledge of the Bank procedures for procurement.
• Maintain appropriate relationship with management of hotels, restaurants, and facilities to accommodate staff and visitors as well as holding official events all over the country ensuring value for money.

Reporting to CMU, Communications and Liaison:

• Report to Operations Manager on Country Office administration and produce routine and periodic monitoring reports and and other reports.
• Proactively establish and maintain interface with internal and external clients.
• Advise Bangladesh Country Office staff to improve knowledge and awareness with respect to Bank and local/National policies, processes, internal control policies and procedures.
• Ensure compliance with specific Bank, Regional and local/National guidelines through ongoing dissemination of information to the Administrative Team and the staff of Country Office.
• Responsible for archived records management and document storage as per WBG policies and procedures, including disposal/incineration.
• Coordinating the logistics for high profile visits:
• Coordinate the logistics for high profile visits of WBG President, Managing Directors, Executive Directors, Vice Presidents, Regional Directors and any external high profile personalities, including collaborating with Security Team, IT Team, Facilities Team, as well as GP Teams and ACS Team, as relevant. This includes preparation activities such as preparation of logistics briefing materials, travel and field visit plans, and all other administrative and logistics arrangements.

Acting as the Head of Protocol/Public Relations Officer:

• Maintain liaison with the relevant government agencies, including but not limited to the Ministry of Foreign Affairs, Ministry of Home Affairs, Department of Immigration & Passport, Airport Authorities, National Board of Revenue, Customs Bond Commissionerate regarding staff privilege and immunities as per applicable policies and procedures.
• Represent the Bank by liaising with other stakeholders including Government bodies and ensure smooth and successful visiting missions and settling of IRS staff.
• Guide to Visiting Missions: Lead the Team(s) to provide timely and accurate dissemination of information and guide about Visiting Missions, including updating and routinely sharing the Visiting Mission Guidelines and the mission welcome package.
• Provide advice and guidance to all staff and visitors on visa, passport and travel-related matters.
• Ensure efficient, smooth and consistent internal administration in the Office by advisory services to the Management and staff regarding the office administrative policies/procedures.
• Responsible for building trusting relationship with the Ministry of Foreign Affairs in the Government of Bangladesh on behalf of Bangladesh CMU/Office on the following corporate tasks:
• Ensure permission for duty free items, including vehicles; arrangements for vehicle registration number/insurance and renewal on annual basis.
• Ensure clearance/permission for the airport VIP facility for WB VIPs; manage Protocol services for VIPs at the airport.
• Ensure Visa arrangements/”on arrival visa” for visiting mission members.

Leading the Relocation Team:

• Lead the Relocation team (consisting of Admin, BPS, Security, IT, Facility Teams) to ensure smooth and timely settling-in of Internationally Recruited Staff (IRS) and their families in the Country Office and in Bangladesh.
• Monitor all roles/functions of BPS, Security, IT, Facility Teams are timely and effectively managed.
• Ensure, but not limited to, the following admin-related tasks as follows:
• Facilitating visa for IRS and their family members;
• Obtaining privileged passbook from Bangladesh Customs Authority after obtaining permission from National Board of Revenue (NBR); abiding by the country laws, vehicle insurance and registration of the vehicle; transfer/sale of vehicles from one passbook to another privileged person or Bangladeshi national by obtaining relevant permissions from NBR and Customs; ensure IRS returns their passbook before leaving the country;
• Facilitating clearance of relocating staff’s personal effects as well as vehicles; IRS on finding vehicles locally or to import vehicle by duly following proper Government permission and processes.

Assuming key roles mandated by the Corporate at the Country Office level in support of the CMU:

• Act as the Primary Medical Emergency Response Coordinator (MERC) and Medical Benefit Plan (MBP) Liaison – these are critical roles in the fragile/weak in-country health care system combined with the health risks (e.g. quality of air, water, mosquito-borne disease); the fire hazard etc. Spearhead and collaborate all medical emergencies handled by HSD.
• Pandemic readiness and response: In all the initiatives undertaken by CMU — in partnership with Country Office Staff Association (COSA), HR — provide comprehensive medical support/guidance to the Country Office Staff and their dependents. To address staff concerns and keeping abreast on the changing nature of COVID-19 and other medical issues, including mental wellbeing, organize webinars by Medical Industry experts.
• Road Safety Focal Point: Ensure the implementation and compliance of World Bank Group (WBG) Directives on “Staff Road Safety” for road safety and security of country office staff members, visiting missions and WBG staff business travelers from any risk on the roads, obtain zero staff deaths and/or injuries, third party vehicles, and other assets because of a road accident. Provide WBG road safety briefing and directives to vehicle providers in the field through MOUs.
• Member of Crisis Management Team: Serve as Local Security Focal Point to assist staff, dependents and travelers, as well as a conduit for security information and advice, threat warnings and assistance.
• Advise and support the Resident Representative for Bhutan Country Office in administrative functions for the Bhutan CMU and Bhutan Country Office.

Selection Criteria:

• A relevant Advanced Degree, preferably MA/MBA in related field.
• Knowledge of general software applications, e.g. SAP, Word, Excel, and PowerPoint.
• Fluency in English and Bengali.
• 8 years’ experience in the Administration, Finance or Operations, with a supervisory capacity acquired in a large international organization or a large national or multinational corporation.