The World Bank, a leading multi-lateral institution in
global economic development, is 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 will be
under direct supervision of the Senior Executive Assistant (SEA) who is
responsible for her/his technical and professional development and performance
evaluation. The Team Assistant is an integral part of the Nigeria 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, consultants and external
organizations.
Details
Job Ref No : 162045
Job Title: Team Assistant
Job Type: Administrative
Job Grade: GB
Location: Abuja
Duties and
Accountabilities of the Job:
The overall purpose of the assignment is to provide
administrative, logistical and operational support to the World Bank Nigeria
Country Office.
The main functions include but are not limited to:
Operational and administrative support:
• Provide support for preparation and implementation of
World Bank projects and activities according to Bank procedures.
• 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 divisional project files (both paper
and electronic) and retrieve data from various sources and compile these for
use by the Country Director and/or the Country Management Unit (CMU).
• Incorporate agreed comments into documents, making full
use of shared drives and software capabilities.
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:
• 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.
Other duties include:
• 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
• Perform other tasks as requested by the Supervisor.
Selection Criteria for the Job:
• Minimum Bachelor Degree and at least 3 years of relevant
experience.
• Previous experience with a multilateral/bilateral
organization is an advantage.
Competencies Needed:
• Technology and systems knowledge – Demonstrate advanced
knowledge and experience working with Microsoft office applications (Excel,
PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date
knowledge and skills in technology.
• Project and task management - Exhibit good organizational,
problem-solving, analytical skills and ability to work competently with minimal
supervision. Demonstrate attention to detail and quality. Has ability to manage
multiple tasks and complete tasks within agreed schedule.
• Institutional policies, processes, and procedures -
Demonstrate knowledge of own department’s programs and products, know key
players, understand own role. Display understanding of WB policies and
procedures relevant to the area of assigned responsibilities and is able to
apply/ implement them.
• Versatility and adaptability - Demonstrate flexibility and
is receptive to the implementation of new solutions. Is willing to stretch own
capability. Demonstrate motivation to avail and adapt oneself to effecting
change.
• Client Orientation (ACS) - Exhibit good communication
skills, positive and professional client service attitude; is able to
understand clients’ needs and complete them professionally.
• Learning, knowledge sharing and communication (ACS) - Good
English language skills (verbal and written) Able to write clearly, edit and
proofread draft communications. Able to learn and share knowledge/information
across the unit.
• Business judgment and analytical decision making (ACS) -
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.
• Drive for Results - Able to take personal ownership and
accountability to meet deadlines and achieve agreed-upon results and has the
personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborate with
other team members and contributes productively to the team’s work and output,
demonstrating respect for different points of view.
How To Apply
Interested and qualified persons should click here to apply
ONLINE.
CLOSING DATE
29-September-2016
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.
