Administration Office Support Assistant

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Description

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The World Bank, a leading multi-lateral institution in global economic development, is looking for five highly organized and motivated Team Assistants to provide administrative, logistical, and operational support to the World Bank Senegal Country Office. The ideal candidates can operate effectively in a demanding and fast-paced environment. They will report to the Operations Manager and will work under the guidance of the Executive Assistant. 

Roles & Responsibility: 

The Team Assistants are an integral part of the Senegal 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.

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 reports, presentations, and charts/graphs according to Bank format and distribution.
• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.
• Draft routine correspondence (standard letters, memos) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Draft minutes of meetings and help in editing large documents.
• Assist team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and French.
• Information Management and Client interaction
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Maintain up-to-date work unit project and other files (both paper and electronic).

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 to the appropriate staff, inside and outside the immediate work unknit, including officials outside the Bank Group, track and report on appropriate aspects of the Team’s operational activities.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, help 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, high level meetings.  

Other Duties

• Serve as a back-up to other staff and 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

• Minimum Bachelor’s degree and at least 2 years of relevant experience.
• Excellent communication skills in written and spoken English and French. 
• Advanced computer skills and full proficiency in the use of relevant software applications (Excel, Power Point, Word).

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=28070&site=1

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