- 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, 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, Operations Manager, Country Director/Manager and/or the Country Management Unit (CMU).
- Information Management and Client 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.
- 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, e.g. 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.
Selection Criteria
- Among other criteria, the successful candidate should be holding:
- Preferably a Diploma in Secretarial Studies or Office Management or Business Administration. Candidates with Bachelor’s degree will have an advantage.
- At least 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 (e.g. English language, computer applications, etc.) 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.
