Administration/Office Support Assistant

The Team Assistant will report to the Head of the Department and to the Office Administrator. The role encompasses various responsibilities, including administrative management, quality assurance of documents and processes, coordination with external stakeholders, and conducting general research and reference work.

ROLES AND RESPONSABILITIES:

• Provide a wide range of office support to the IFC Brazil team and management to make a significant contribution to the achievement of the unit work program.
• Provide full logistical and secretarial support to business related activities, including organizing meetings, events, and workshops, ensuring seamless logistical support for business related activities.
• Coordinating schedules, prioritize tasks, and communicate updates and relevant information to internal and external stakeholders.
• Maintain up to date project files (both physical and electronic). And translate and draft routine documents with accuracy in both English and the local language.
• Assist in the preparation of presentation material using Power-point.
• Act as the primary point of contact for a broad network of internal and external contacts, exercising judgment, tact, and discretion in managing inquiries and redirecting them appropriately. Handle sensitive and confidential matters and make decisions when faced with multiple courses of action.
• Attend meetings, drafting minutes and ensuring timely clearance and distribution.
• Coordinate administrative and logistical arrangements for various events, such as senior official visits, missions, conferences, workshops, and retreats. Facilitate the submission and review of briefing materials and follow-up actions.
• Identify and resolve diverse issues and problems as they arise, often interpreting existing procedures and processes and independently determining the most appropriate solutions.
• Serve as an information resource on project/product status (e.g., procurement, contract management, portfolio monitoring, and reporting) and draft of a variety of correspondence.
• Attend meetings, participate in fieldwork, and program activities as needed.
• Initiate and coordinate all aspects of the travel schedule for the team, including tickets and hotel reservations, visa requests, and handling travel and protocol requirements.
• Coordinate procurement and purchasing of office supplies, goods, and services.
• Maintain accurate and efficient filing (paper and electronic)
• Back-up of administrative team colleagues when necessary.

Selection Criteria

• Bachelor’s degree with at least 4 years of relevant experience in the field.
• Excellent interpersonal and communication skills, with the ability to diplomatically engage with clients and staff at all levels.
• Demonstrated capacity to exercise good judgment in interpersonal interactions and handling confidential information.
• Committed team player with demonstrated inter-personal skills and ability to work effectively in a multicultural environment.
• Strong organizational, administrative, and time management skills. Proven ability to work within tight deadlines, under pressure, and the flexibility to work overtime during peak periods with short notice.
• Ability to multitask and prioritize workload effectively, working with minimal supervision, demonstrating initiative and resourcefulness. Respond promptly to information requests and follow the team’s priorities.
• Experience in an international organization, private sector and/or knowledge of the World Bank Group procedures and tools would be a plus.
• Effective analytical, research, and problem-solving skills.
• Proficiency in Microsoft Office applications.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=28097&site=1