Team assistant
Job #: |
req29502 |
Organization: |
World Bank |
Sector: |
Administration/Office Support |
Grade: |
GB |
Term Duration: | 3 years 0 months |
Recruitment Type: |
Local Recruitment |
Location: |
Port-au-Prince,Haiti |
Required Language(s): |
English, French |
Preferred Language(s): |
creole |
Closing Date: |
10/7/2024 (MM/DD/YYYY) at 11:59pm UTC |
Description
Do
you want to build a career that is truly worthwhile? 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.
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, 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. During the ongoing COVID-19 crisis, LCR’s strategy is being
adjusted to help counties respond to unprecedented health and economic crisis
by saving lives; protecting poor and vulnerable people; ensuring sustainable
business growth and job creation; and strengthening policies, institutions, and
investments. The Bank will support countries in pursuing a green, inclusive,
and resilient recovery.
CMU
and Country Office Context
The
Caribbean Country Management Unit (LC3 CMU) covers 19 countries, with a total
population of about 18 million people, ranging from Sint Maarten (40,000) to
Haiti (11 million). The CMU and key staff, including the Country Director and
Operations Manager, are based in Kingston, Jamaica. Additionally, the CMU has a
Country Office (headed by a Country Manager) in Port-au-Prince, Haiti, and a
Country Office (headed by a Resident Representative) in Guyana. A Caribbean CMU
anchor unit represents the CMU in Washington, D.C., and supports the overall
work program.
In
collaboration with Global Practice Groups, the LC3 CMU supports the development
priorities of Caribbean countries through financing (IDA, IBRD, trust fund) and
knowledge services, and also provides reimbursable advisory services in
Overseas Countries and Territories. The active program includes a portfolio of
72 projects with commitments of $2.6bn in IBRD, IDA, and recipient-executed
trust fund financing and 49 advisory services and analytics (ASA) products.
The World Bank Haiti
Country Office (LCCHT) is a medium-sized office with about 40 staff. LCCHT is
part of the Caribbean Country Management Unit (LC3 CMU) and is responsible for
overseeing the World Bank’s program in Haiti which, with an active portfolio of
$1.3bn in IDA, representing approximately
half of the Caribbean Program. LCCHT’s responsibilities include country
strategy formulation and implementation, portfolio management, policy dialogue,
and country relations. The unit’s goals are to ensure that: (i) the Bank’s
program is carried out in a client–responsive manner which is relevant to the
development challenges facing Haiti, (ii) the program can be realistically
carried out within the unit’s budget parameters while meeting the Bank’s
quality standards; and (iii) this program generates the intended development
impact. The Haiti Country unit works closely with sector teams in the Bank’s
Global Practices to ensure a successful delivery of the Haiti work program.
LCCHT is
searching for a Team Assistant to provide high quality office support and
contribute to the smooth running of the daily operations of the Haiti Country
Office. Tasks detailed in this TOR may vary according to the office support
needs and requirements of the CMU activities.
The Team Assistant (TA) will be under supervision of the Executive
Assistant (EA) who is responsible for technical and professional development of
the TA. The TA is an integral part of
the Haiti Country Office Administration team.
Note: If the selected candidate is
a current Bank Group staff member with a Regular or Open-Ended appointment,
s/he will retain his/her Regular or Open-Ended appointment. All others will be offered
a 2-year term appointment.
Role & Responsibilities
The Team Assistant is an integral part of the Haiti
Country Office Administrative and Client Support (ACS) team. (S)He will have a
dual responsibility: (a) provide administrative and client support to operational
staff; and (b) provide facility management support for the office.
The incumbent’s duties include, but are not limited
to:
- Operational and administrative support
- Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
- Collect and input data provided by Task Team Leaders 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 routine correspondence (standard letters, memos, faxes, etc.) 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 project files and retrieve data from various sources and compile these for use by the Country Manager and/or the Country Management Unit (CMU) as needed.
- 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 & Logistic 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. Occasionally perform Analytical tasks as may be requested by the Team Leader.
Selection Criteria
- At least the level of high school diploma in administration, secretariat, business administration with 3 years of experience, preferable in a similar position or equivalent combination of education and experience.
- Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary within a matrix management environment and ability to interact tactfully and affectively with staff at all levels.
- Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.
- Demonstrated organizational skills, resourcefulness, effective time management and ability to handle confidential information.
- Excellent verbal and written communication skills in French. A good command of English and work experience in development organization would be an advantage.
- Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation, and style.
- Demonstrated ability to manage tasks quickly/prioritize work effectively with minimal supervision, applying creative and practical problem-solving skills; must be detail-oriented and pro-active.
- Team player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the unit’s work objectives.
- Contributes to a positive work environment through a collegial, “can do” communication style and by showing initiative to contribute to unit and team activities.
- Basic knowledge of office equipment.
- Organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines.
- Resourceful and proactive.
World Bank Group Core Competencies
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.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.