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 2023, IFC committed a record US$43.7 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 is seeking to hire a bilingual (Polish-English), highly energetic and motivated Team Assistant and Receptionist, as Extended Term Temporary (ETT). The ETT is a one-year term contract and includes medical benefits, paid holidays, and comprehensive leave policy (24 days/annum). This is a unique opportunity for a motivated candidate to join a growing team and build experience within a global institution with an ambitious agenda in Poland.

The selected candidate will provide administrative and logistics support to the IFC Regional Manager and the IFC team in Poland, including IFC missions travelling to Poland on a temporary basis. He/ She will also ensure coverage for phone call reception, incoming mail services, and external visits.

The Team Assistant and Receptionist 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. He/ She may also be assigned responsibility for some various of the unit’s operational functions, such as “Know Your Customer (KYC) compliance checks, portfolio monitoring and reporting. The position will report to the Country Officer for Poland who will provide supervision and guidance.

Duties/Accountability:

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;
• Manages contacts 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 mobility-related tasks and the registration of international staff with Poland Minister of Foreign Affairs;
• Assists in preparing projects documents, reports, memos, and other written materials and administrative work as needed;
• Coordinates with the World Bank office on administrative, finance, and IT issues; coordinates with other IFC offices in the Europe region and beyond, and implement 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 the coordination of administration/logistics for consultants hired on specific company/activity-level interventions;
• Supports office-wide activities and be actively involved in organization of meetings/events/workshops and senior management visits.
• Maintains excellent working relationships with personal counterparts in the Polish Government, Private Sector, and International Development Agencies operating in Poland;

Reception/Office Administration 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 visitors are offered 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;
• Maintains information on the location of visitors and their contacts during their stay in Warsaw, serves as security clearance officer for IFC Warsaw office;
• Ad hoc courier duties.

Selection Criteria

• Bachelor`s degree and at least 2 years of experience in business or public administration, or the equivalent combination of education and experience;
• Excellent interpersonal and communications skills, ability to work efficiently in a team, and strong client orientation;
• 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 World bank 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.