Description

 

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity, and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. For more information, visit www.worldbank.org

IMPORTANT: The World Bank Country Office in Madagascar is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as a Team Assistant with the Madagascar Country Office.

The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Executive Assistant who provides supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will provide administrative and client support to Operational Staff working in various sectors, coordinated by the Task Team Leader. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and accountabilities: –

The Team Assistant’s duties and accountabilities include, but are not limited to, the following: 

• 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.

(i) Essential Specialized Skills/Knowledge/Competencies 

• 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.

 

Selection Criteria

 

• 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.

In addition to the above selection criteria, the following competencies are expected of the successful candidate:

Required Competencies 

In addition to the above selection criteria, the following competencies are expected of the successful candidate: 

• Technology and systems knowledge – demonstrates advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. Has ability and willingness to maintain up-to-date knowledge and skills as technology.
• Project and task management – exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
• Institutional policies, processes, and procedures – demonstrates knowledge of own department’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 is able to apply/ implement them.
• Versatility and adaptability – demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
• Client Orientation – exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
• Drive for Results – takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion – collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication – has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
• 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 inquiries.

 

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.