Team Assistant

tendersglobal.net

Job Description

The LC1 Country Management Unit (CMU) comprises Mexico, Colombia, and Venezuela. The Country Director is based in a decentralized office in Mexico City, which is supported by an Operations Manager, an Anchor Office in Headquarters in Washington, DC and an office in Bogota, Colombia, headed by a Country Manager. The Colombia country office has about 50 staff, covering all aspects of the operational business. The CMU oversees a wide range of activities, including the Bank’s financial services and a strong program of innovative knowledge, reimbursable, and convening activities. The World Bank does not have an active engagement in Venezuela but is closely monitoring developments in the country. Extensive communication and coordination among virtual teams working in Bogota and Headquarters is required.

The LC1 CMU is looking for an experienced, high-performing, energetic Team Assistant to support the Colombia office. S/he would work closely with other members of the World Bank’s country office team in Colombia. The selected Team Assistant will be based in Colombia and will report to the Country Manager for LC1.The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply.

Role & Responsibilities:

Principal Team Assistant responsibilities:

The Team Assistant carries out the full range of team and office support work, including managing processes and monitoring schedules related to their team’s/unit’s products and tasks. The roles and responsibilities of the Team Assistant are as follows:

Administrative support:

Work productively and effectively, often from his/her own initiative, providing support to Global Practices and CMU staff, Task Team Leaders (TTL) and other team members;
Draft routine correspondence, project-related documents, and proofread materials using proper grammar, punctuation, and style;
Maintain the unit’s filing system up to date (electronic documents) and retrieve data from various sources when needed;
Prepare folders of documents to be signed, ensure timely clearance and perform proper distribution;
Coordinate logistics arrangements (videoconference, WebEx, and audio-conference) for meetings organized by the CMU, including preparation of folders for meetings and follow-up with IT team to make sure that the sites connections are well established before the meetings;
Assist visiting missions and project teams with preparation of mission announcements, planning of local logistics, scheduling of meetings, and coordination of administrative arrangements in connection to the mission requirements;
Maintain the distribution lists, phone/address lists, databases up to date;
Support the project teams in the follow-up of tasks;
Maintain project and other files up to date in the official repository of the World Bank, SharePoint;
Undertake ad hoc inquiries requested by the CMU;
Monitor and track assigned task/project steps/timetables, coordinate with relevant staff, and provide assistance and/or information on status and progress of tasks.
Serve as a back-up to other staff on project and administrative tasks when needed.

Client and external stakeholder interaction:

Coordinate with other Bank Group units, Government officials, NGOs, non-government institutions, academia, other development partners, and other stakeholders, and frequent liaison with team members located in different locations;
Provide logistical and planning support for various external events, such as workshops and negotiations.

Selection Criteria:

A high school diploma is required and Bachelor’s-level degree is preferred;At least two years direct relevant office support experience in a large international or multinational or corporate or public service organization;Proficient English written and spoken skills;Proficiency in using advanced functions of computer applications such as Microsoft Office (Outlook, Word, Excel and PowerPoint), and dexterity in internet searches/web navigation;Committed, mature, positive team player with a demonstrated ability to work seamlessly in a multi-cultural environment;Willingness to seek assistance from supervisor(s)/colleagues and learn from them; and engage in continuous learning;Results-focus and client-service orientation.Ability to adapt to changing business needs, and to work under pressure;Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information;Ability to produce high-quality work and to go the extra mile.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25966&site=1

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