EXTENDED TERM TEMPORARY (ETT) – ADMINISTRATIVE AND CLIENT SUPPORT – World Bank Group

Key Responsibilities

• Use desktop processing skills to prepare complex documents, reports, presentations, charts, figures, and graphics in line with World Bank formats and distribution standards.
• Collect, input, and maintain data provided by Task Team Leaders into the central database, including processing new project status reports.
• Stay abreast of World Bank policies, procedures, and directives to 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).
• Assist in preparation and logistical planning for various events such as visits by high level World Bank visiting missions, conferences, seminars and workshops.
• 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 relevant aspects of team and operational activities.
• 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.
• Address 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.
• 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

Requirements

• 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 office support experience in a large International, Public Service or Private Sector Organization;
• Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint);
• Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style;
• Ability to pass relevant Bank tests (e.g. English language, computer applications, etc.) as required;
• Good team player with ability to interact tactfully and effectively with staff at all levels.
• Willingness to seek assistance from supervisor(s)/colleagues and learn from them;
• Ability to deal accurately and complete tasks every day according to specific standards.
• Ability to function effectively in multi-disciplinary teams within a matrix management environment.
• Ability to follow through on work priorities and respond creatively to client requests.
• Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills, and ability to handle confidential information.
• Effective time management and organizational skills;
• Ability to produce high-quality work under pressure.

How to Apply

REF Code: req38490