Team Assistant

5 months ago

Pretoria, South Africa The World Bank Full time

Team Assistant

Job #: req28160 Organization: World Bank Sector: Administration/Office Support Grade: GB Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Pretoria,South Africa Required Language(s): English Preferred Language(s): English Closing Date: 7/18/2024 (MM/DD/YYYY) at 11:59pm UTC

Description

 Do you want to build a career thatis truly worthwhile? Working at the World Bank Group provides a uniqueopportunity for you to help our clients solve their greatest developmentchallenges. The World Bank Group is one of the largest sources of funding andknowledge for developing countries; a unique global partnership of fiveinstitutions dedicated to ending extreme poverty, increasing shared prosperity,and promoting sustainable development. With 189 member countries and more than120 offices worldwide, we work with public and private sector partners,investing in groundbreaking projects and using data, research, and technologyto develop solutions to the most urgent global challenges. For moreinformation, visit .

IMPORTANT:The World Bank Country Office in South Africa isseeking a highly organized and energized professional, capable of operatingeffectively and discreetly in a very demanding, fast-paced and culturallydiverse environment, to work as a Team Assistant based inPretoria, South Africa.

The successful candidate will work under the leadership of theCountry Director, and the Operations Manager; and the day-to-day supervision ofthe relevant Senior Executive Assistant (and the respectiveCluster/Sector/Program Leader(s) for the South Africa team) who providesupervision and guidance to the ACS (Administrative Client Support) staff. Theselected candidate will provide administrative and client support to theOperational Staff. The job implies frequent interaction with otherinstitutional units, staff in other locations (locally and internationally),Government officials, consultants and external organizations.

Duties and accountabilities: -

The TeamAssistant’s duties and accountabilities include, but are not limited to, thefollowing:

(i) Operational and administrative support.

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, conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials; 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 Task Team Leaders (TTLs), Resident Representative and/or the Country Management Unit (CMU).

(ii) Information Management andClient interaction 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

(iii) Time management &Logistics planning

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, . conferences, workshops, negotiations, board presentation and signing, etc.

Other duties

Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks. Occasionally perform Analytical tasks as may be requested by the Team Leader.

Selection Criteria

Preferably a Diploma in Secretarial Studies or Office Management or Business Administration .University Degree will be an added advantage. A minimum of Three (3) years relevant work experience in a large International or Service or Private Sector Organization; Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint); Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities; Applied knowledge of Bank’s organization, procedures and practices, including Bank records management and filing procedures; Thorough knowledge of work procedures in assigned work unit; Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information; Ability to pass relevant Bank tests (. English language, computer applications, as required; Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment; Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style; Effective time management and organizational skills; Ability to produce high-quality work under pressure.

Inaddition to the above selection criteria, the following competencies areexpected of the successful candidate:

Required Competencies

In addition to the above selectioncriteria, the following competencies are expected of the successful candidate:

Technology and systems knowledge - demonstrates advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. 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.

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.

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