Administration/Office Support Team Assistant

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Description

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• Draft standard letters, memos, faxes etc. conforming to the organization’s 
• regional standards, using proper grammar, punctuation, and style.  
• Provide primary assistance in the implementation of the unit’s work program, 
• including some specialized support in a specific area(s), e.g. task management, 
• procurement, database management, information technology, editorial assistance, 
• etc.
• Perform analytical tasks as may be requested by TTLs from time to time.
• Provide assistance in formatting and editing large documents.
• Identify and resolve diverse issues/problems as they arise, which often requires 
• interpretation of existing procedures and processes and independently determining 
• the appropriate application.
• Collect and input data provided by TTLs into the central database, including 
• processing new project status reports.
• Tracking and reporting on appropriate aspects of the team’s operational activities.
• • Enhance work organization and effectiveness. Exercise quality enhancement 
• function for project and other documents by ensuring adherence to departmental, 
• VPU and institutional guidelines. 
• Attend meetings, draft minutes and ensure timely clearance and distribution.
• Maintain coordination with the rest of the Country Management Unit (CMU) in Maputo, Madagascar, Comoros and Seychelles and Washington offices.
• Use word processing or desktop publishing skills to type complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Assist in preparation and logistical planning for various events such as visits by 
• high level World Bank visiting missions, conferences, seminars and workshops.
• Respond to internal and external queries from external and internal clients and, as 
• necessary, and/or ensure routing to appropriate staff to handle.
• Maintain / update current distribution lists, phone/address lists of project/product 
• contacts, and distribute documents to relevant task team.
• Maintain up-to-date work unit project and other files.
• Serve as a back-up to other staff and Team/Program Assistants on project and 
• administrative tasks.

• Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software.
• Knowledge of standard office equipment (e.g. computers, photocopy, fax machines, etc.)
• Understanding of basic file/record systems.
• Proficient English skills (verbal and written) including ability to draft routine correspondence and edit materials using proper grammar, punctuations and style.
• Committed team player with demonstrated inter-personal skills and ability to interact and work effectively in a multi-cultural environment.
• Willingness to seek assistance from more experienced staff and learn from them.
• Ability to deliver high-quality work under pressure.
• Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
• Effective time management and organizational skills.
• Ability to pass relevant Bank Group tests in place at time of recruitment, as required.

• Preferably a Diploma or Bachelor’s Degree in Secretarial Studies, Office Management or Business Administration or a combination of education and experience.  
• A minimum of Three (3) years relevant work experience preferably with a large international or Service or Private Sector Organization.
• Additional qualifications will be an advantage.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25682&site=1

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