Administrative Assistant- New Delhi, India

Job #:	131724
Title:	Administrative Assistant
Job Stream:	Administration
Location:	New Delhi, India
Closing Date:	12/19/2013
Background / General description:
International Finance Corporation (IFC), a member of the World Bank Group, promotes sustainable private sector investment in developing countries as a way to reduce poverty and improve people’s lives. In addition to its investment work, IFC is providing Advisory Services aimed at specific aspects of private sector development. IFC India wishes to recruit an Administrative Assistant based in New Delhi. The AA will be responsible to provide office support services in the Delhi Office.  The AA will report to Head of Delhi office.
Duties and Accountabilities:
1. Office Management: Provide improved and efficient office management support to New Delhi office. This includes: • Event Management and High Level visits: Co-ordinate events and key visits in the Delhi office including VIP / Director level visits, monthly staff meetings and knowledge sharing sessions.  Co-ordinate with DC and Hong Kong front office team by maintaining frequent communications • Vendor Management: Identification, recruitment and coordinating the hiring of sub-contracted staff. Co-ordinate with vendors to identify top quality subcontracting resources. Review invoices for administrative payments • Managing procurement and extension of Visas for non-nationals: Assisting the Head of Office in co-ordination with Government for NOC and visa approvals, ensuring appropriate and timely completion of documentation required and follow up with staff. Communicating with Managers and staff on a regular basis to provide updates on policy changes in co-ordination with the Bank colleagues. • Supervision of the Reception : to ensure appropriate support to the office  • On-boarding new staff in the Delhi office to ensure a flawless ‘settling in’ process in co-ordination with all service teams (IT, Admin, Accounts, HR) 2. Administrative support to Head of Office : This includes: • Advising and assisting the Head of Office on areas of office management and administration of overall office operations. • Drafting correspondences on a range of topics and ensure quality of documents requiring Manager’s approval and or signatures. • Managing appointments and calendar for both internal and external meetings • Ensuring staff travel policies and procedures are complied with while ensuring issuance of travel tickets for office business and creation of trips in SAP travel together with reimbursements that are subject to approval for the Head of Office. • Close coordination with SA Regional Director’s office, Hong Kong (Hub for East Asia) and Washington DC.
Selection Criteria:
• Minimum 7 years of work experience in the field of Admin and office management in an international or private sector with High school or diploma • 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 • Experience in vendor management • Ability to work in a team environment • Full proficiency in English, both written and spoken • Ability to have flexibility in working hours. Only shortlisted candidates will be contacted. If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year renewable term appointment. APPLY