Team Assistant job at World Bank

Duties and accountabilities: 

The Team Assistant duties and accountabilities include, but are not limited to, the following: 

Operational and administrative support:

The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Senior Executive Assistant (and the respective Cluster/Sector/Program Leader(s) for the Uganda team) who provide supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Team Assistant will be expected to:

• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.  
• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.  
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents. 
• Draft correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.  
• Schedule and organize meetings, missions, and other events.
• Draft minutes of meetings and provide assistance in editing large documents.  
• Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs. Program Leader, Country Director and/or the Country Management Unit (CMU). 
• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.  
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.  
• Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.  
• Track and report on appropriate aspects of the Team’s operational activities.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.  
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.  
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc. 
• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.

Selection Criteria

Preferably a Bachelor’s degree in Secretarial Studies, Office Management, Social Sciences or Business Administration; with 3 years of relevant experience or equivalent combination of education and experience within and prior to joining the WBG. Prior experience in administration assistance in multi-national or international organizations is preferred. 

Excellent command of written and spoken English, including ability to independently draft a variety of formal and informal correspondence; to proofread/edit materials.

Effective time management and organizational skills

• Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.)
• Demonstrated initiative and resourcefulness.
• Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors.
• Committed, dedicated team player with good inter-personal skills and ability to work effectively with staff and clients in a multi-cultural environment.
• Ability to produce high-quality work under pressure.

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 to 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 inquiries.

Applications should be sent in English. 

Note: Preference will be given to local talent, that is, applicants who are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.
• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.
• Keep abreast of the Organization's directives and ensure effective processing of all project documents.
• Draft correspondence (standard letters, memos, faxes, etc.) conforming to the Organization's regional standards, using proper grammar, punctuation and style and proofread materials.
• Schedule and organize meetings, missions, and other events.
• Draft minutes of meetings and provide assistance in editing large documents.
• Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs. Program Leader, Country Director and/or the Country Management Unit (CMU).
• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.
• Track and report on appropriate aspects of the Team's operational activities.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.
• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.

• Excellent command of written and spoken English
• Effective time management and organizational skills
• Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.)
• Demonstrated initiative and resourcefulness
• Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors
• Committed, dedicated team player with good inter-personal skills and ability to work effectively with staff and clients in a multi-cultural environment
• Ability to produce high-quality work under pressure
• Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.)
• Project and task management - Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision
• Institutional policies, processes, and procedures - Demonstrates knowledge of own department's programs and products, knows key players, understands own role
• Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions
• Client Orientation - Exhibits positive and professional client service attitude
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output
• Knowledge, Learning and Communication - Has good knowledge of official unit's language(s)
• Business Judgment and Analytical Decision Making - Able to manage information and support retention and disposition of information and records

• Preferably a Bachelor's degree in Secretarial Studies, Office Management, Social Sciences or Business Administration
• 3 years of relevant experience or equivalent combination of education and experience within and prior to joining the WBG
• Prior experience in administration assistance in multi-national or international organizations is preferred