Team Assistant at The World Bank

On Tuesday, September 17th, 2013

The World Bank Office for Sudan, South Sudan and Somalia is seeking to hire a seasoned and highly energized professional for the position of Team Assistant on an Extended Term Temporary appointment.  

She will be a member of the Team’s Administrative Client Support (ACS) staff recruited locally and based in Nairobi, Kenya. 
S/he will be expected to provide a full range of support to the front office of the Country Management Unit, with the highest level of professionalism, diplomacy, tact and discretion. 
The Team Assistant will report to the Executive Assistant based in the Office of the Country Director for Sudan, South Sudan and Somalia.

The World Bank is committed to achieving diversity of gender, nationality, culture and educational background. Only short-listed candidates will be contacted.

Duties and Responsibilities

1. Operational assistance:

  • Coordinate extensively and liaise frequently with team members at headquarters, Sudan, South Sudan, the AFCE4 CMU in Kenya as well  as external counterparts (e.g., government officials, external organizations, etc.), in carrying out a range of office support work, including managing processes and monitoring schedules related to the Country Director’s front office.
  • Co-ordinate time management and schedules, taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank office.
  • Provide logistical and other support as required for the CMU.   This will include, but not be limited to, organizing consultation meetings, coordinating documents from various sectors/team members, undertaking all logistical arrangements related to meetings, formatting documents, and researching material from the internet.
2. Document processing/management
  • Draft routine correspondence and proofread materials using proper grammar, punctuation and style.
  • Contribute to reports, charts, graphs, etc. using word processing, or desktop publishing according to standard Bank formats and distribution.
3. Mission/event support
  • Provide logistic support to all unit related missions.
  • Assist in the preparation and logistical planning of various events, e.g. conference, workshops, retreats, etc.
4. Video-and Audio-Conferences:
  • Arrange video and audio conferences for the unit. Liaise with colleagues in Washington and the external clients regularly to facilitate these meetings. When required, order refreshments and process payments.

5. Travel:
  • Assist unit staff and consultants in making travel arrangements.
6. Transport:
  • Make office transport arrangements for unit team by sending requests for transport team whenever there is need to go out of the office on official duties.
7. Unit Administrative Duties
  • Track assigned tasks/project steps/ timetables, coordinate with relevant staff, provide assistance and/or information on project-related matters.
  • Maintain current distribution lists and distribute documents for the team.  Also maintain up-to-date work unit project and other files (both paper and electronically).
Selection criteria
  • A Minimum of college diploma preferably in Secretarial Studies or Office Management or Business administration or other relevant qualification.
  • At least 3 years of direct relevant experience in a large International  or service or Private Sector Organization.
  • Ability to communicate effectively, in writing and orally in English is essential, French is desired.
  • Effective time management and organizational skills.
  • Pass relevant Bank Group tests in place at time of recruitment i.e. language and computer applications such as Ms Word, Excel, PowerPoint, Typing.
  • Proficiency in using advanced functions of standard computer applications and adaptability to use state- of-art software.
  • Knowledge of and ability to execute business processes involving diverse and work procedures related to the processing and production of assigned outputs in a timely manner.
  • Ability to retrieve reference materials from various sources and pulling the information together in a useable format.
  • Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.  Also ability to adapt to changing business need by continuous learning/training.
  • Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi- cultural/disciplinary environment and able to produce high quality work under tight timelines.
Competencies
  • Technology and systems knowledge – Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology.
  • Project and task management – Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
  • Institutional policies, processes, and procedures – Demonstrates knowledge of  own  department’s programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.
  • Versatility and adaptability – Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
  • Client Orientation – Exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
  • Drive for Results – Takes personal ownership and accountability to meet deadlines and achieve agreed- upon results, and has the personal organization to do so.
  • Teamwork (Collaboration) and Inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
  • Knowledge, Learning and Communication – Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
  • Business Judgment and Analytical Decision Making – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquires.
 
Closing Date: 22-Sep-2013
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