Header

Office Manager- Hong Kong, China

Job #:130313
Title:Office Manager
Job Stream:Administration
Location:Hong Kong, China
Closing Date:02/19/2013
Background / General description:
IFC (International Finance Corporation), the private sector arm of the World Bank Group, is a global investor and advisor committed to promoting projects in its developing member countries that are economically beneficial, financially and commercially sound, and environmentally and socially sustainable. IFC finances private sector investments, mobilizes capital in the international finance markets, helps client improve social and environmental sustainability and provides technical assistance and advice to governments and businesses in the developing world. 

The Office Manager (OM) will be responsible for the overall organization, management and delivery of office support services in the Hong Kong Office. The OM typically serves as the first line supervisor and is accountable for developing the skills of the ACS (administrative and client support) team and providing leadership through managing workflow, supervision, motivation, delegation, teambuilding, coaching, counseling and performance evaluation. The OM will also be a member of the EAP regional ACS leadership team led by the Regional Administrative Coordinator.

The OM will report jointly to Head of Office and EAP Administrative Coordinator.
Duties and Accountabilities:
• Responsible for organizing Grade A to D staff in HK to deliver first class client service: manage workflows, support systems, and allocation of assignments of ACS staff across the office in collaboration within non-ACS staff to ensure equitable workload to effectively and efficiently meet the demands of the work program of the HK office

• Provide day-to-day supervision and organization of office administrative/support functions and procedures to ensure the quality, timeliness and completeness of all administrative functions in keeping with WBG policies and standards

• Responsible for leading and overseeing Grade A to D staff in HK including feedback on performance. Will be performance evaluation reviewer for all HK Grade A - D staff along with the functional manager. Identify development needs of reporting staff and ensure priority learning needs are addressed

• Provide guidance to the Grade A to D staff on all office administrative matters and collaborate with them in reviewing their administrative requirements

• Provide overall guidance and leadership to reporting staff to ensure effective team working, open communications and conflict resolution, where disputes arise.

• Act as Coordinator for all ACS overtime and Leave and Attendance for the HK office.

• Work in full coordination with the HR team in the recruitment and selection of ACS staff as well as Short Term Temporary (STTs) relief staff when necessary in consultation with Directors, Managers and HOO (Head of Office)

• In full coordination with the HR and other support teams, provide assistance to new hires and ensure smooth on-boarding

• Act as Facilities Coordinator, handle all arrangements relating to office, equipment, vehicle and furniture, and liaise with the building contractors regarding office layouts and leases;

• Act as the Security Focal Point for the HK office, work with Head of Office to handle all issues of security concern.

• With regard to procurement of general office supplies and services ensure that WBG procurement policies and procedures are adhered to including follow-up to contractors once contracts have been awarded

• Undertake other additional office administrative responsibilities as required by the Directors and HOO when necessary

• Act as the focal point with the Protocol Office, handling applications and entitlements sponsored by HK government to home-base staff (international staff on extended assignment)

• As a member of the EAP ACS leadership team, promote and alight regional best administrative practices; discuss and address ACS issues jointly with other team members.
Selection Criteria:
• Demonstrated outstanding knowledge of the Bank Group's organizational structure, and administrative, operational and human resources policies, processes and procedures and ability to communicate these to others

• Strong analytical skills and proven ability to deal with office administration issues

• Ability to supervise staff.

• Ability to handle multiple and complex tasks and work independently.

• Outstanding verbal communication and interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy. 

• Proven ability to work effectively in a team-oriented, multi-cultural environment, and function as an effective team member in various groups, task forces

• Ability to demonstrate impeccable standards of integrity when handling confidential material.

• Ability to create an environment that encourages cooperation and collaboration at all levels across the Corporation.

• Full proficiency in English, both written and spoken; fluency in Cantonese and Mandarin preferred; 

• Minimum of high school diploma

• A minimum of 10 years relevant professional experience

Qualified applicants please submit an up to date resume and cover letter (not exceeding four pages in total), which clearly states the reasons to make you the best candidate for this position. No phone calls, paper mails or faxes please. All applications will be treated in strictest confidence. Only applicants selected for interview will be contacted.

Applications must be submitted online. Only those candidates selected for interviews will be contacted. Candidates can check the status of their applications by visiting www.ifc.org/careers.