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Unit Context:
Brazil
experienced an economic rebound in recent years, following a financial crisis
in 2014-15 and the COVID-19 pandemic in 2020. Growth in 2022-24 has reached
about 2.5-3.0 percent per annum, driven mostly by agriculture as well as
household and government consumption. Brazil’s growth is expected to hover
around 2.0 percent in the next few years.
From 2001-12,
Brazil’s poverty rate was cut in half (with 27 million Brazilians lifted out
of poverty), due to strong growth, increased labor formalization, and the
expansion of social policies (including especially Brazil’s flagship Bolsa
Familia program), but it stagnated with the 2014 financial crisis at about
one-quarter of the population, where it remains today. Nearly half of
Brazil’s children, the country’s future workforce, are now growing up in poor
households.
Brazil also
faces significant climate change impacts, as changing temperature and
rainfall patterns result in reduced water availability and extended droughts.
Continued deforestation remains a matter of urgency, as it is the main source
of greenhouse (GHG) emissions in Brazil. Strengthening resilience to climate
change and protection of natural assets is essential for environmentally-sustainable
economic growth.
The IBRD program in Brazil currently has
about 40 active operations and another 40 under preparation. The Brasilia
Country Office has about 100 regular staff, of which about a dozen are
internationally recruited. Lending is expected to exceed $3b per annum over
the coming years, with about two-thirds of loans extended directly to
subnational entites (the 26 states, a half-dozen larger municipalities, and a
range of domestic development banks) that are able to borrow from IBRD
directly when the federal government agrees to provide IBRD with a repayment
guarantee.
Role & Responsibilities :
The selected candidate will be assigned to work as an assistant to
the World Bank office in Brasilia, and mainly to provide administrative
support to the Senior Admin Officer, as well as for tasks associated to the
Unit’s overall work program. The Team Assistant’s duties will include, but
are not limited to:
Provide comprehensive administrative assistance to the Senior
Administrative Officer. The Team Assistant will assume primary responsibility
for organizing and coordinating the workflow of messengers and drivers under
Senior AO supervision.
• Coordinating
general office administration: help oversee delegated activities of the
unit. Work program is determined by the Unit’s business needs and the Senior
AO’s own work program requirements. The TA will contribute to the smooth
operation of the office administration work and related systems by assuming
responsibility for organizing and coordinating workflow in order to better
meet the clients’ demands.
The TA should also establish effective working relationships with
counterparts in other Bank units, actively fostering open communication and a
teamwork environment to ensure smooth operation of ongoing office
administrative functions including, space, equipment, working environment and
information retrieval systems. Actively foster cooperation and teamwork
through effective delegation and regular discussion and review of issues with
staff.
• Record keeping and guidelines update: Provide
assistance on record keeping, making sure it is organized and up to date.
Review and maintain local guidelines ensuring they are up to date and
according to WBG rules and policies.
• Coordinate CMU Admin Procurement,
Contracts, Processes and Purchases: Ensure provision of specialized
support (e.g., database management, knowledge management, task management,
major event/course planning, etc.); coordinate local office administrative requests,
monitor budget related to administrative contracts, provide market researches
and purchase items.
• Monitor Facilities Management Services
and Security for Brazil CMU : Assist Senior Admin Officer on monitoring and ensuring quality of
all third party services hired.
• IRS Relocation Processes for Brazil
CMU and General Foreign affairs support: Support relocating staff
and families, in coordination with Global Mobility & Relocation Services
and Senior Administrative Officer; establish contact with third-party vendor,
so called Destination Services Provider (DSP), to provide IRS with
on-the-ground relocation support customized to their needs; feed and update
Global Mobility Portal for IRS to get acquainted with their new duty station;
establish contact with local lawyer on housing rental contracts for
expatriate staff; liaise with WBG Security Specialist and UNDSS for the
Residential Security Survey prior to house clearance. Give support to demands
with consular matters, Foreign Affairs guidance and procedures.
• Provide
other administrative support as needed: Ensure adaptability to an ever
changing environment when meeting new demands.
The team assistant will also provide cross-support and back-up
support to other sectors in the office, on an on-demand basis. This includes
tasks as:
• Drafting routine correspondence and proofreading materials
using proper grammar, punctuation, and style.
• Assisting with the preparation and logistical planning for
various events, e.g. conferences, workshops, negotiations, meetings,
missions, etc.; liaising with Resource Management team for compliance with
Bank policies.
• Coordinating schedules taking priorities into account,
monitoring changes, and communicating the information to appropriate staff,
inside and outside the immediate work unit, including officials outside the
World Bank Group.
• Filing correspondence in WBDocs/Sharepoint site.
• Processing contracts in the Bank’s electronic system (Admin
Portal).
• Collecting and inputting project related data provided by Task
Team Leaders (TTLs) into the Bank’s Operations Portal
• Helping maintain up-to-date distribution lists, travel and
leave schedules.
• Providing assistance in arranging activities such as reserving
meeting rooms, arranging catering services, AV equipment, video and
tele-conferencing coordination, etc.
• Assisting with travel arrangements (TRs, flight & hotel
booking, transportation).
• Providing back-up/cross-support to colleagues in the Brasília
Office during absences or peak periods as needed.
• Performing other ad-hoc duties as required by the Senior
Executive Assistant or Country Operations Manager.