Deadline: 15 December 2015
International Finance Corporation (IFC) is currently seeking applications from the eligible applicants for the post of Office Administrator in Sydney, Australia.
The Office Administrator (OA) function reports directly to the Regional Manager – Pacific and contributes to overseeing delegated activities of the unit.
IFC works with the private sector in Developing Countries to help create opportunity for all.
Key Jobs Responsibilities
The Office Administrator will perform the following functions-
- Advising and assisting the Regional Manager on the areas of office management and administration of overall office operations, including the offices in Papua New Guinea, Solomon Islands, Vanuatu, Timor-Leste and Fiji.
- Processing necessary government clearances licenses, inspections, registrations and insurance to strictly abide by the law and regulation of the country.
- Hiring and managing of local temporary support staff, as required.
- Coordination of high level visits, local conferences and events, as required.
- 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.
- Drafting correspondence on a range of topics and ensure quality of documents requiring manager’s approval and/or signature.
- Liaises with the Australian Department of Foreign Affairs on all protocol issues.
- Acting as Security Focal Point for the Sydney office, maintaining internal guidelines and reports, and attending regional security training as required.
- Providing supervision and coaching for administrative client and support staff (ACS) based in Sydney office and Pacific field offices.
- Provide performance evaluation feedback to the reporting ACS members jointly with the country level or functional manager and is responsible for identifying development needs and ensure priority learning needs are addressed.
- In close collaboration with the Country Manager, HR team and Learning Coordinator based in Hong Kong, assists in HR-related administrative support activities.
- Providing assistance with the relocation of non-national staff in collaboration with the Mobility Coordinator based in Hong Kong.
- Reviewing lease agreements for international staff and submitting for the Country Manager’s approval.
- Providing guidance on check out procedures and related benefits administration to staff leaving IFC (e.g., pension forms).
- Conveying ad hoc local office training needs for all staff to the Learning Coordinator based in Hong Kong.
- Logistical support for HR outreaches events and visits.
- Ensuring that the Performance Evaluation and Planning (PEP) steps are followed and timely workflow completion.
Eligibility Criteria
Applicants must have-
- Bachelor degree with at least 5 years work experience in relevant position in a multi-national or international organization preferred.
- Knowledge of the Bank Group administrative, procurement and operating procedures with the ability to apply these to activities of a country office.
- Excellent track record in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
- Strong interpersonal, verbal and written communication skills able to deal tactfully and effectively with internal as well as external contacts at all levels in English is a must.
- Demonstrated extensive experience in coordinating complex tasks and interacting with multiple stakeholders.
- Strong service orientation, demonstrated good judgment, tact and diplomacy in handling, processing and communicating matters of a sensitive and confidential nature.
- High degree of motivation (self starter), ability to operate independently.
- Good personal initiative and proactive approach.
- Effective analytical, research and problem-solving skills.
- Excellent written communications capabilities and excellent computer skills (including Lotus Notes, Microsoft Word, Excel, PowerPoint).
- Proven ability to work effectively in a team-oriented, multicultural environment and function as an effective team member in various groups, task forces, etc.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit IFC.
