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, visit www.worldbank.org.

Background

The World Bank’s operation in India includes support to the reform and development agenda of the country on urban and transport infrastructure, rural development and community livelihoods, human development, climate change and disaster risk management and finance and private sector. The current active World Bank portfolio in India comprises 100 plus projects with a total net commitment value of approximately US$22 billion.

The World Bank’s India Country Management Unit (CMU) is seeking a highly organized, energized and experienced professional, to support the India office in New Delhi. The selected candidate will work in a multi-disciplinary team environment and will carry out a full range of operational and administrative support for the India Offices in 3 locations within New Delhi.

Please note that this is a country office position in India subject to Local Recruitment under the New Delhi India Compensation Plan.

Duties and Accountabilities

The (New Delhi Office) NDO Facility is spread over 125,000 square feet of space with four office facilities. The position’s responsibilities include the oversight and coordination of contracted services for housekeeping, building maintenance, vendor registration, SAP transaction, and Community Connection Campaign.

Project Management

Assist in managing renovation projects: construct detailed work plans, manage teams, achieve milestones, and communicate results. Ensure timely and smooth running of the project with regular updates. Must possess strong leadership skills, proven self- and team-management skills, and the ability to monitor and control budgets and make decisions under pressure.

Contract Administration and Monitoring:

• Provide support to the contract manager in managing cleaning services, air-conditioning, water treatment, elevators, and other aspects of facility management.
• Oversee contract planning, budgeting, delivery, supervision, and compliance with FM contracts. Plan regular Contract Business Review (CBR) meetings between the contract manager and the contractor to discuss various issues. Ensured supervision and trained oversight of over 50 contractual staff to meet the service requirements of the NDO. Monitor the performance and contract management of the contract staff.
• Assists in the development of annual General Services Budget requirements for the assigned buildings and monitors expenditures for utility usage and contracted services. Initiates, reviews, and approves proposals and invoices for work within the NDO Facilities. Liaising with Utility Companies and backup to Facility Senior Engineer.
• Directs and monitors the performance of staff members assigned to the engineering team and provides performance evaluations, direction on career development, coaching, and counseling as needed.
• Coordinate with the vendors, ensure contract compliance, and draft and maintain legal documentation for contract services under supervision. Draft necessary bidding documentation and Terms of Reference for various services.
• Periodically re-view all facility management contracts for expiry and renewal advice and process all vendor payments.

Transaction Processor:

• Entering SAP transactions, creating PO, SES, GRs, etc., capturing entries and policy specifications.
• Assisting teams with vendor registrations, liaising, and coordinating with corporate procurement and RM team for clarifications.
• Creating PO for facility maintenance contracts and communicating well with corporate procurement. Review PO expiry and expense management.
• Managing year-end accruals and expense monitoring.

House Keeping:

• Supervise all housekeeping services for all NDO facilities and ensure cleanliness and hygiene of the workspace. Planning with the contractor for regular training and in-service training to explain work procedures and to demonstrate the use and maintenance of equipment to new staff. Monitor and brief all supervised staff regarding their duties.
• Examine the building to determine the need for repairs or replacement of furniture or equipment and make necessary recommendations.
• Conduct effective research on industry practices to improve services provided by janitorial and other support staff, movers and packers, florists, messengers, cafeteria, and pantry support.
• Ensure uninterrupted availability of supplies and analyze purchase and consumption patterns to avoid surplus/or short supply.
• Ensure adequate supply of first-aid and basic medicines in the infirmary.

Office Move Planning, Coordination, and Space:

• Reviewing Planning and Scheduling office move logistics. Assisting departments with move and preparation activities. Providing post-occupancy coordination
• Updating and maintaining office occupancy space plans, and maintaining the NDO office occupancy space database

Event Management:

• Deliver quality logistics, administrative and practical support for all events organized on the Bank premises, and appropriate service to all staff. Handle high profile visit visits (including the Bank President’s, MD, RVP, and any other Senior Management)
• Have proven ability and understanding to handle challenging situations related to office events.
• Understand individual needs and requirements of each event with detailed communication and provide alternatives when required.
• Manage Conference Room usage: Track events, make online conference room reservations, and check for available resources for staff with timely approval of services on the services portal. Keep track of the working of Conference Bookings

Records/Archives:

• The Records/Archives Associate provides standardized tasks and service activities in support of the record management or archival program of the office and the Bank Group. Your responsibilities include the following:
• Provide inputs for record retention and disposition schedules. Destroy records per record retention and disposition schedule in a distinct, phased manner. Check IN/OUT and retrieve boxes containing project documents to the Bank stores. Work with Information Specialist to guide staff on the preparation of records for transfer for storage. This includes the identification of records, determining schedules for record retention and disposition, box packaging, and coordination of record transfers. Understand future needs of record retention, disaster recovery, business continuity, compliance with standards, electronic service, and Information and Records Knowledge.

Community Connection Campaign (CCC):

• You will be the CCC focal point and coordinator to lead this cause and organize various events and activities. Work with CCC Team in HQ for any fundraising activity besides Egive.
• Active involvement in Community Connection outreach work – like fundraising, blood donation camps, and initiating collections to provide relief to people affected by natural calamities. Running a reference check on NGOs before inclusion for Egive, handling the paperwork and queries related to the same.
• HIV/AIDS focal point. coordinate workshops on awareness for staff, families, and extended families.

Job description

Organization unit