IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises. For more information, visit www.ifc.org.

The IFC office in Warsaw, Poland is seeking to recruit an Extended Term Temporary (ETT) to assist in the country activities of the IFC, provide administrative and client support to the Regional Manager, Country Officer for Poland, Investment staff and missions travelling to Poland.

ETT would carry out a full range of office support work, including office administration tasks as well as receptionist duties and would support processes and monitor schedules related to the team’s/unit’s products and tasks. ETT may also be assigned responsibility for some aspect of the unit’s administrative functions. The position will report to the Country Officer for Poland who will provide supervision and guidance.

Duties/Accountabilities:
Reception/Office Admin tasks:

• Answers incoming phone calls in an efficient and professional manner.
• Registers and announces visitors; ensures visitors are always met and/or escorted to relevant staff member or conference room; Ensures the visitors are served with tea, coffee, water;
• Arranges Video-conference and Webex connections in the meeting rooms;
• Makes photocopies and prepares handouts as requested by staff; makes sure that the printers are filled up with paper;
• Assists in organizing events, seminars, conferences in Warsaw including the preparation of materials to be distributed;
• Accumulates and processes general office supplies purchases on a monthly basis or as needed; Engages external handymen for various repairs; Communicates with cleaning staff in the office on daily basis.
• Assists staff in obtaining office entry cards, business cards, visas, handles diplomatic pouch shipment; processes incoming mail and distributes to all staff;
• Coordinates the work of contractual drivers including organizing airport transfers for all staff (Warsaw + visitors), and keeps the driver`s log updated;
• Acting as UNLP focal point for IFC Warsaw office
• Maintaining the information on the location of visitors and their contacts during their stay in Warsaw, serves as security clearance officer for IFC Warsaw office
• Maintains the staff passport database and updates it regularly
• Ad hoc courier duties

Team Assistant duties:

• Provides administrative and client support to the IFC staff based in IFC Warsaw office; Maintains schedules, sets up meetings, searches contact information;
• Drafts/translates a variety of routine documents, applying effective proofreading and grammar skills in English and Polish; assists in preparation of various presentation materials in Power point.
• Managing contact of IFC officials with government authorities, non-governmental bodies, private sector, academia and civil society.
• Serves as Relocation Focal Point (RFP) for IFC Poland, taking care of the mobility tasks and registration of expat staff with MFA of Poland;
• Assists in preparing projects documents, reports, memos, and other written materials and administrative work as needed;
• Works on and uploads files and information in I-desk and perform IDD screening;
• Coordinates with the World Bank office on administrative, finance, and IT issues; coordinates with CEU offices and implement the best practices in Office Administration;
• Provides travel related logistics support to IFC staff working in IFC Warsaw office;
• Provides logistical support to visiting missions and their project related travel in coordination with other country offices in the CEU region and HQ;
• Assists in coordination of administration/logistics for consultants hired on specific company/activity-level interventions;
• Provides support for prioritized project related tasks as defined by the PMs (Project Managers) or local project representatives;
• Supports office-wide activities and be actively involved in organization of meetings/events/workshops and senior management visits;
• AD HOC Interpretations;

Selection Criteria

• High school diploma. Business school training highly desirable.
• 2 years of experience, or the equivalent combination of education and experience. Excellent interpersonal and communications skills, ability to work efficiently in a team;
• Excellent command of verbal and written English and Polish languages
• Excellent organizational, written, analytical and computer skills (Word, Excel, Power Point);
• Ability to work in multicultural environment and communicate ideas clearly and confidently
• Prior working experience with international organizations and ability to quickly acquire a good knowledge of the Bank Group’s organization, procedures, policies, and practices
• Ability to set priorities and work under tight deadlines and multiple assignments and to work with minimum supervision in a flexible manner in order to meet changing deadlines;
• Demonstrated ability to be part of an effective team environment with a high degree of motivation, flexibility, and reliability.

World Bank Group Core Competencies

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments.