Team Assistant

World Bank Group

9d•Onsite

About The Position

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 We are looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Team Assistant. The Team Assistant (TA) will be under direct supervision of the Senior Operations Officer who is responsible for her/his technical and professional development and performance evaluation. The TA is an integral part of the Niamey Country Office Administrative and Client Support (ACS) team. (S)He will provide Administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, the private sector, consultants, and external organizations.

Requirements

Bachelor’s degree with at least 3 years work experience in a relevant position such as administration assistance in multi-national or international organization preferred.
Excellent command of written and spoken French and English, including ability 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, in French and English.
Committed team player with good inter-personal skills and ability to work effectively in a multi-cultural environment.
Ability to produce high-quality work under pressure.
Project/Task Management: Completes assigned tasks / projects with supervision as needed. Pays attention to detail and ensures good quality products. Takes action to identify and resolve routine and non-routine issues. Is motivated and willing to do whatever is required.
Client Focus: Acquires awareness of Unit’s key programs and products. Able to describe the World Bank Group’s mission. Interacts with internal and/or external clients, Washington, and field offices.
Communication: Speaks up, listens, and participates in meetings and dialogues. Shares knowledge and information appropriately across the Department. Delivers accurate information in a timely manner. Handles confidential material with judgement and tact.
Teamwork: Makes strength known and seeks opportunities to contribute, participates in addressing obstacles to effective teamwork.
Institutional Knowledge and Functional Expertise: Understands where to go to obtain information regarding institutional policies, procedures, and technology. Uses applications (e.g., Excel, PowerPoint) to deliver and execute routine work.

Nice To Haves

Preferably a Diploma in Secretarial Studies or Office Management or Business Administration.

Responsibilities

Carry out the full range of office support work, including managing processes and monitoring schedules related to the team's products and tasks.
Coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts including Government officials, the private sector, consultants, and external organizations.
The Team Assistant (TA) may also be assigned responsibility for some aspects of the unit's administrative functions.
Carries out assignments with supervision as needed, targeting excellence of the task or product through teamwork.
Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English and French.
Draft routine correspondence and proofreads materials using proper grammar, punctuation, and style.
Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard formats and distribution.
Coordinate schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
Solve non-routine problems (e.g., responds to requests requiring file search, etc.).
Assist in preparation and logistical planning for various events, e.g. conferences, workshops, client consultations, negotiations, etc.
In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task budget, etc.) within his/her team.
Track assigned tasks/project steps/timetables, coordinate with relevant staff, and provide assistance and/or information on project-related matters.
Maintain up-to-date work unit projects and other files (both paper and electronic).
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.
Arrange working schedule and meeting with counterparts for the visiting teams.
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 / Program Assistants on project and administrative tasks.
Perform other tasks as requested by the Supervisor.