Team Assistant
Job #: |
req29800 |
Organization: |
World Bank |
Sector: |
Administration/Office Support |
Grade: |
GB |
Term Duration: | 3 years 0 months |
Recruitment Type: |
Local Recruitment |
Location: |
Kigali,Rwanda |
Required Language(s): |
English |
Preferred Language(s): |
English,French |
Closing Date: |
10/22/2024 (MM/DD/YYYY) at 11:59pm UTC |
Description
IMPORTANT: The World Bank Country Office in Rwanda is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as a Team Assistant with the Rwanda Country Team based in Kigali.
The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Senior Executive Assistant based in Rwanda who provide supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will provide administrative and client support to the Operational Staff working in various sectors, coordinated by the Task Team Leader (TTL). The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.
Duties and accountabilities: -
The Team Assistant’s duties and accountabilities include, but are not limited to, the following:
(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, 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, Country Director and/or the Country Management Unit (CMU).
(ii) 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.
(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, 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.
• 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.
Required Competencies
In addition to the above selection criteria,
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 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 is committed to achieving diversity
in terms of gender, nationality, culture and educational background.
Individuals with disabilities are equally encouraged to apply. Only
short-listed candidates will be contacted.
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 3-year term appointment, or a 1-year, renewable Extended Term Appointment.
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.