Executive Assistant

About the Role

The World Bank Group (WBG) in Zambia is seeking an Executive Assistant to provide dedicated, high-level support to the Country Manager (CM) in Lusaka. This role involves managing the CM’s office operations, facilitating coordination among various teams, and ensuring smooth communication and efficient workflow across WBG institutions. The position is of strategic importance as it supports the delivery of a broad and impactful development program in Zambia covering public and private sector engagement.

Key Responsibilities

• Oversee the Country Manager’s calendar, organize meetings, and prepare briefing materials; filter and prioritize correspondence, responding or escalating as necessary while maintaining confidentiality.
• Coordinate all aspects of the CM’s travel and related logistics including bookings, visa applications, and protocol arrangements.
• Draft and edit correspondence and official documents requiring the CM’s approval, ensuring high quality and adherence to administrative standards.
• Conduct research and manage data using relevant software and AI tools to support decision making and information flow.
• Maintain comprehensive filing systems and databases for the Country Office, ensuring timely dissemination of key information and follow-ups.
• Act as the primary liaison with senior government officials and other stakeholders, building effective networks both internally and externally.
• Lead coordination and communication within the Country Management Unit and with Executive Assistants in regional offices to promote seamless operations.
• Organize high-profile events including client meetings, donor workshops, and visits by senior officials.
• Support country program oversight by tracking action items, preparing management briefs, and assisting with mission logisitcs.
• Guide and mentor Administrative and Client Support staff, ensuring high service standards and collaboration.

Candidate Profile and Selection Criteria

• Minimum education: High School Diploma or professional qualification in office management; a Bachelor’s degree in Business Administration, Social Sciences, or related field is advantageous.
• At least seven years of relevant experience, preferably with direct exposure as an Executive Assistant or similar role.
• Familiarity with the WBG’s mission, operating environment, and institutional collaboration.
• Strong communication skills, both written and verbal, capable of preparing clear, accurate correspondence and reports.
• Excellent interpersonal skills with the maturity, discretion, and judgment necessary to interact at senior levels.
• Highly organized with ability to multitask and prioritize under pressure.
• Demonstrated confidentiality, initiative, sound problem-solving skills, and ability to remain composed in stressful situations.
• Leadership capabilities to coach junior staff and foster a cohesive team environment.
• Advanced proficiency in Microsoft Office, SAP, and capable of utilizing artificial intelligence tools for research and data management.
• Versatility, flexibility with working hours including willingness to work overtime as required.

Competencies and Attributes

• Expertise in technology systems relevant to the role.
• Effective project and task management with ability to independently handle complex assignments.
• Knowledge of institutional policies, processes, and administrative procedures.
• Adaptable and proactive in learning, problem solving, and change management.
• Strong client orientation and teamwork skills.
• Excellent judgment, analytical thinking, and communication abilities.
• Commitment to WBG culture values including urgency, thoughtful risk-taking, and accountability.

Additional Information

This role is open to candidates authorized to work in Zambia and is subject to local recruitment rules. The fixed term is three years. The position offers comprehensive benefits including retirement plans, medical and disability insurance, and paid leave. The WBG is an equal opportunity employer committed to diversity and inclusion, welcoming applications from all qualified individuals without regard to gender, religion, ethnicity, or disability.