Administration Office Support Assistant

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Description

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• 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, Resident Representative/Operations Manager/Country Director and/or the Country Management Unit (CMU).

• 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.

• 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, among others. 

• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.

• Preferably a Diploma in Secretarial Studies or Office Management or Business Administration 
• 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. 

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