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Description of tasks.

The selected candidate will be assigned to provide administrative support to the Country Office (CO) team of Paraguay and visiting missions, as well as tasks for which ad-hoc support may be needed from time to time. Hence the duty station is based in Paraguay.

The Extended Term Temporary (ETT) will be responsible for the following tasks:

Organizational tasks and Internal / External communications:

– Coordinate and provide logistical and administrative assistance and support to the CO of Paraguay and visiting missions by:

– Organizing events such as team meetings, presentations, seminars, workshops, team retreats, etc.

– Coordinating and supporting high-level government meetings and liaising with client-government representatives and other relevant stakeholders. This task involves (a) preparing and processing mission announcement letters internally for proper distribution to the government, (b) managing calendars by coordinating internal and external meetings and conference calls, (c) receiving visitors, (d) arranging transfer if needed, and (e) liaising with vendors for different services rendered throughout the event/mission at the request of the visiting mission team.

– Providing logistical assistance during and after events organized by the World Bank, as needed.

– Respond to and manage internal and external queries. Pass on calls/messages to other members of the team as appropriate to ensure appropriate action is taken.

– Prepare and draft correspondence on a range of topics and direct queries appropriate for follow up by senior staff in the country office.

Other administrative tasks

– Conduct administrative tasks that contribute to the smooth running of the office such as: calendar management, email management, call screening, meeting/room bookings, minutes-taking.

– Manage correspondence of a) email inbox of the Paraguay Reception email account when needed; and b) the reception desk at the office when needed.

– Provide general administrative support to the country office team as needed.

– Support country office management team with travel requests according to the World Bank procedure for official travel as well as with preparing expense-claiming for STC/STT and non staff.

– Maintain a comprehensive filing system in hard-copy and in the office shared drive to ensure instant finding and retrieval of documents.

– Manage the stock of office supplies by keeping a list, anticipating any shortage, and placing orders to ensure proper stock for the team.

– Organize and maintain internal email distributions lists.

– Contribute with updating phone/address of the country office data base. Provide support by mass mailing our database of contacts when it comes to invitations to events organized by the World Bank.

Selection Criteria

• A high school diploma or equivalent with at least 2 years of work experience in administrative support work. Bachelor’s degree preferred.
• Excellent writing and speaking skills in English and in Spanish.

Competencies

• Technology and systems knowledge – Proficiency in and familiarity with office equipment and supply management.
• Project and task management –
• Institutional policies, processes, and procedures – Demonstrates general knowledge of own team’s programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and can apply/implement them.
• Versatility and adaptability –
• Client Orientation – Exhibits positive and professional client service attitude; can understand clients’ needs and comply with them professionally.
• Knowledge, Learning and Communication – Has good knowledge of official unit’s language. Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the office team.
• Business Judgment and Analytical Decision Making – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquires.

World Bank Group Core Competencies

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Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments.