Facilities Assistant Job #: req34990 Organization: World Bank Sector: Facilities Management Grade: GC Term Duration:ย 3 years 0 months Recruitment Type: Local Recruitment Location: Accra,Ghana Required Language(s): English, French Preferred Language(s): Closing Date: 11/27/2025 (MM/DD/YYYY) at 11:59pm UTC
Description
Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visitย www.worldbank.org.
The World Bank, the leading multi-lateral institution in global economic development, is seeking to hire a seasoned and highly energized professionalย to work asย an Administrative and Facilities Assistantย in the Ghana Country Office (AWCW1)
To meet the needs of diverse program and the large operations team based in Ghana, the World Bank Office in Accra needs strong administrative, logistical and facilities management support.
The Administrative and Facilities Assistant reports directly to the Operations Manager, who will provide day-to-day guidance on the priorities and fulfillment of responsibilities of the Administrative and Facilities Assistant.
The successful applicant for will have a four-year contract and serve as an essential member of theย CMU team responsible for running the fast-paced, busy Country Office.
General Description
The Accra World Bank Country Office has grown in terms of staffing, projects, and facilities as well as conferencing activity. Also, following recent reforms, additional responsibilities have accrued to the Country Management Unit (CMU) for the management of facilities, repairs, consumables, space allocation, reception and administrative support to relocating staff, driver management, and vehicle maintenance. ย Coordination and communication with IFC management and staff around the management of the co-owned building, its maintenance, and its use also fall to the CMU and require adequate attention.
The Administrative Assistant reports to the Manager, Operations and works closely with resource management/BPS and IT teams. The Administrative and Facilities Assistant supports: 1) IBRDโs participation and responsibilities in the maintenance of the office building (IFC leads), 2) the Administrative Assistant facilitates the Operations Managerโs oversight of the officeโs pool of drivers,ย monitors vehicle maintenance, and fuel consumption, and 3) procures goods and services for the country office in collaboration with the resource management/BPS team. ย The Administrative Assistant provides administrative and accounting support to the BPS team for a portion of his/her time.
Duties and Responsibilities
The specific duties and responsibilities for this position are but not limited to the following:
โข Support the Operations Manager the running of Country Office logistics related to the items below
Mobility Services and Visiting missions
โข Lead the COโs support to incoming and departing international staff including administrative support, staff orientation, welcome, and serving as a resource person to new team members
โข Liaise with the Ministry of Foreign Affairs, the customs department, and others government entities for the country office, visiting missions or relocating staff needs in collaboration with Mobility Services in Chennai
โข Lead the logistical coordination of all VIP trips and visits to Ghana and advise other COs in the CMU on the such trips as needed (VP and above)
Facilities
โข Serve as IBRDโs representative in WBG wide meetings and discussions on facilities management under the guidance of the Operations Manager and the Division Director
โข Oversee the handling of facilities-related inquiries by building operations colleagues and ensure that requests are handled in an efficient, timely and service-oriented manner.
โข Resolve all facilities-related issues promptly by interacting with the onsite building operations and maintenance team (IFC and/or contractors), the WB's external contractors, or GSD. ย Keep records of arising issues and their timely resolution.
โข Follow up with service providers and maintenance teams as appropriate on behalf of IBRD and in accordance with the contracts in place; coordinate with IFC as needed.
โข Participate in meetings with contractors and service providers as needed together with the Resource Management BPS team.
โข Liaise with the Security team to ensure appropriate building signage and keep records of building information and drawings up to date.
โข Manage office space allocation needs and propose office space allocations to the Space Committee and ultimately to the Division Director for approval. Oversee the handling of moving requests and the management of archives and storage areas by building operations.
โข Liaise with Goods & Services Department unit in DC and the IT team locally for matters requiring their guidance.
Asset Management
โข Oversee the management of the vehicle fleet and ensure the validity and timely renewal of insurance, maintenance and spare parts for the fleet.
Assistance in administrative tasks
โข Keep track of incoming facilities-contractor vendor invoices and their timely processing
โข Assist in preparation of tender documents for maintenance contracts
โข Represent IBRD in the planning and implementation of existing or new facilities projects, as appropriate in collaboration with IFC and GSD. Monitor and report during implementation. Prepare procurement proposals; request for proforma invoices; and coordinate with vendors.
Securityย
โข Liaise with the Security team and keep and keep the Operations Manager apprised of the status and periodic review of the office security plan.
โข Liaise with the Security Specialist and keep the Operations Manager apprised of the bi-annual updating of the crisis planย ย
Coordination of pool of drivers
โข Raise any issues regarding the needs of the driving pool with the Operations Manager with a view to strong service delivery, risk reduction, efficiency and safety
โข Support and coordinate with the dispatching sr. driver and the driver pool to ensure allocation of WB cars to missions and movement in city
โข Ensure that driver physicals and any other driving requirements and documentation are kept up to date; that drivers keep cars logbooks UpToDate and that car maintenance is carried out timely and effectively
โข Ensure that rental cars and drivers meet WB security requirements
Selection Criteria
โข Minimum Education/Experience: Bachelorโs Degree and at least three years of progressive experience in the related field of work, preferably with International Development Organization.
โข Strong interpersonal skills, oriented towards service delivery, timeliness and welcoming staff
โข Excellent organizational and analytical skills, the ability to reconcile accounts (advanced financial literacy a plus), and excellent verbal and written skills and experience facilities management,
โข Familiarity with the workings of the Ghana Ministry of Foreign Affairs, Protocol services, and other services needed for the integration of international staff a strong plus.ย
โข Must be able to multi-task, establish priorities and organize efficiently.ย
โข Exhibits positive and professional client service attitude; can understand clientsโ needs and complete them professionally.
โข Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has personal organization to do so.
โข Collaborates with other team members and contributes productively to the teamโs work and output, demonstrating respect for different points of view.Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.
Note:ย This internal requisition is open to WBG and IMF staff only (including short-term and extended term consultants/ temporaries). External candidates are requested not to apply. In case an external candidate applies, their application will not be considered.
* Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines
WBG Culture Attributes:
1. Sense of urgency: Anticipate and quickly respond to the needs of internal and external stakeholders.
2. Thoughtful risk-taking: Challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability: Empower yourself and others to act and hold each other accountable for results.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
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 theย World Bankย andย IFC, including our values and inspiring stories.