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Office Assistant

Job #: req1636
Organization: World Bank
Sector: Administration/Office Support
Grade: GA
Term Duration: 2 years 0 months
Recruitment Type: Local Recruitment
Location: Panama City, Panama
Required Language(s): English and Spanish
Preferred Language(s):
Closing Date: 1/22/2019 (MM/DD/YYYY) at 11:59pm UTC


About the World Bank Group:

Established in 1944, the WBG is one of the world’s largest sources of funding and knowledge for development solutions. In fiscal year 2013, the WBG committed $52.6 billion in loans, grants, equity investments and guarantees to its members and private businesses, of which $16.3 billion was concessional finance to its poorest members. It is governed by 188 member countries and delivers services out of 120 offices with nearly 15,000 staff located globally. 

The WBG consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into six client-facing Regional Vice-Presidencies, several corporate functions, and fourteen Global Practices as well as five Cross-Cutting Solution Areas to bring best-in-class knowledge and solutions to regional and country clients.

Regional Context 

The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, dynamic societies, and an average annual per capita income of about $4,000, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The Bank's strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime and violence or other.   

CMU and Country Office Context 

The Central America CMU (CMU) is based in Washington, D. C. and is responsible for overseeing the World Bank's program in the six Central American countries: Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua, and Panama. The CMU bears the responsibility for ensuring the implementation of the Bank’s business model and the effective delivery of services through country strategy formulation and implementation, policy dialogue, portfolio management, and country relations.  

The Panama office is seeking an energetic and proactive team member for the position of Receptionist - Office Assistant who possesses adaptability and flexibility in providing support to the Country Team and in taking on special assignments as the need arises.

Roles & Responsibility:

The Receptionist / Office assistant contributes to the smooth running of the daily operations of the work unit. The Country Manager supervises and assigns work to the Office Assistants. Tasks may vary according to the office support needs and requirements of the particular work team/unit, but typically encompass basic office functions ranging from photocopying to light word processing, including the following:

Principal Office Receptionist responsibilities:
• Greet, assist and announce clients, vendors and others in the office;
• Provide appropriate responses and directs visitors to appropriate individuals;
• Operate the telephone switchboard: answering incoming calls and redirecting such calls to the appropriate staff.  Pre-screen calls and provide necessary response. Take messages and deliver them accordingly.
• Operate various calls at the same time, facilitating a bridge.

General Office Support:
• Sort and distribute incoming mail and deliver urgent mail/messages; 
• Order and monitor office supplies; 
• Maintain unit files; 
• Use basic computing skills to assist in preparation of short documents, memos, letters, email etc.;
• Photocopy, obtain authorization, handle courier services, etc.;
• Provide back-up for other team members in routine office functions, as required

Security / Support to Security Specialist:
• Provide basic administrative support to the Security Specialist;
• Schedule Security briefings;
• Register visiting missions upon their arrival;
• Maintain the daily visiting mission list and the staff tracking list;
• Maintain updated staff list;
• Back-up for other duties as required. Receive and keep a record of visitors and local staff, ensuring that visitors to the office are properly identified with visible tag while in the office;
• Ensure visitor lists are available well in advance of meetings;
• Ensure that all non-sensitive information is received on the first floor;
• Monitor CCTV system;
• Receive and distribute phone calls;
• Operation of standard security procedures, including but not limited to access control, threatening phone calls, evaluation, and alarm codes;
• Report immediately verbally and in writing, any incident or other unusual and / or suspicious situation to the Security Focal Point.

Selection Criteria

The successful candidate should meet the following selection criteria:

• Minimum High-School Diploma but Bachelors diploma preferred 
• Minimum of three years of relevant experience preferred;
• Background in Security is a plus (i.e, physical security knowledge, emergency team Member, office evacuation procedures, first aid training, fire & life safety, personnel screening);
• English and Spanish language proficiency essential (oral and written)
• Good team player with ability to interact tactfully and effectively with staff at all levels;


Technology and systems knowledge:
• Basic Microsoft office software skills are essential including MS Outlook for routine work. Ability to use or learn how to use appropriate technology and /or data base management systems.

Project and task management:
• Able to organize own work and complete assigned tasks according to instructions within agreed timeline; seeks guidance in organizing non - routine tasks. Demonstrates attention to details.

Institutional policies, processes, and procedures:
• Displays basic awareness of WB structure and relevant people within the assigned area of responsibility. Demonstrates basic understanding of policies and procedures and has ability to apply them in routine situations.

Versatility and adaptability:
• Demonstrates ability and willingness to learn.

Lead and Innovate:
• Shows interest in and helps to solve routine problems. Considers own behavior in context of WBG's values and mission. Adapts to changing circumstances.

Deliver Results for Clients:
• Demonstrates positive client service attitude – the receptionist should always show a positive and helpful attitude; be able to develop good working relationships with internal/external clients; be responsive and proactive to client requests. Have basic understanding of the roles of the department and of the larger organization, be able to execute tasks and complete requests in a consistent and timely manner.

Collaborate Within Teams and Across Boundaries:
• Collaborates with other team members and contribute productively to the team’s work and output, demonstrating respect for different points of view. Works cooperatively and display an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Values the importance of others' views, and is aware of impact of work on larger WBG.

Create, Apply and Share Knowledge:
• Shows interest in knowledge, learning, and enhancing own skills. Interacts positively with others for the exchange of information and ideas. Receives and incorporates feedback from others.

Make Smart Decisions:
• Seeks assistance and guidance from others where appropriate. Uses own judgment to make timely and sound decisions.

The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.  Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.