Administration/Office Support Team Assistant

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Description

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The World Bank Office Manila has a vacancy for a Team Assistant to provide high-quality administrative and client services support. 

Under the supervision of the Operations Manager and/or Task Team Leader, the Team Assistant will provide a full range of administrative support functions, which also includes quality assurance, liaison with internal and external clients, and general research and reference work. 

Roles and Responsibilities: 

• The team assistant carries out the full range of office support work, including managing processes and monitoring schedules related to the team’s/unit’s products and tasks. 
• Organizes and manages the Program Leader’s meeting schedule and flow of communications, including the responsibility for taking any follow-up actions.
• Coordinates extensively with service units and liaises frequently with team members both at headquarters and in the field, as well as external counterparts. 
• Drafts routine correspondence and proofreads materials using proper grammar, punctuation, and style.
• Incorporates agreed comments into documents, making full use of shared drives and software capabilities.
• Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Solves non-routine problems (e.g., responds to requests requiring file search, etc.).
• Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
• In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.), monitors specific activities, (i.e., task budget, etc.) within their teams or clusters.
• Tracks assigned task/project steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.
• Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
• Maintains up-to-date work unit project and other files (both paper and electronic).
• Provide administrative support to Task Team including updating of contact data, profiling outgoing emails and other documents in Sharepoint, mailing, and other routine tasks such as helpdesk support in bank systems 
• Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and other languages.

Selection Criteria

Minimum Education/Experience

• Bachelor’s degree with 2 years of relevant office administration experience, preferably with international development organizations. 

Essential Specialized Skills & Knowledge

• Ability to work with a wide range of stakeholders including clients in the government, private sector and civil society, development partners and Bank staff.
• In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems. 
• Excellent written and verbal communication skills in English and Filipino. 
• Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=28106&site=1

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