Team Assistant

tendersglobal.net

Job Description

The IFC Vienna team is looking for a highly organized, energized and seasoned Team Assistant (GB grade), capable of operating effectively and discreetly in a demanding fast-paced environment, to serve to the IFC teams in Vienna with a range of administrative and client support services.

Main Duties and Accountabilities:

  • Provide a wide range of office support to the Vienna teams and management
  • Provide specialized support for database management, task management, major event, planning and logistics, travel arrangements, editorial assistance, etc.
  • Arrange meetings and ensure all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, etc.) are completed in a timely manner.
  • Coordinate travel requests and process statement of expenses for consultants. Process STC and Firm contracts according to World Bank Guidelines.
  • Assist with coordination of mission agendas as needed.
  • Coordinate team schedules taking priorities into account, monitoring changes, and communicating the information to appropriate staff, including officials or clients outside the World Bank Group.
  • Solve non-routine problems (e.g., responds to requests requiring file search, etc.).
  • Handle incoming and outgoing written & verbal communications with clients.
  • Exercise quality enhancement for projects and documents ensuring adherence to departmental, VPU and institutional guidelines.
  • Provide strong research support and use relevant IT software to retrieve, maintain and manipulate data.
  • Draft, edit routine correspondence applying effective proofreading and grammar skills in English
  • Provide support to the senior staff in their travel and logistical arrangements, i.e., hotel reservations, air ticket reservations, visa requests, as needed.
  • Maintain accurate and efficient filing (paper and electronic).
  • Back-up of administrative team colleagues when necessary.
Selection Criteria:
  • Bachelor Degree with at least 2-3 years of experience in an international/multinational organization or equivalent combination of education and experience;
  • Technology and systems knowledge – Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
  • Excellent office support and organizational skills, including being proactive and demonstrating the ability to prioritize and deliver assignments in a timely manner, often under severe time pressure
  • Excellent command of written and spoken English, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials. Working knowledge of German Language will be a plus.
  • Superior interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment; demonstrated ability to handle sensitive and confidential information with due discretion; ability to deal tactfully and discretely with high-level Bank and government officials.
  • Institutional policies, processes, and procedures – Demonstrate good knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
  • Versatility and adaptability – Able to anticipate, facilitate and catalyze change in the business. Demonstrate continued learning attitude.
  • Client Orientation – Able to establish partnership based working relationships with internal/external clients. Demonstrate independence, initiative, and autonomy in addressing clients’ needs.
  • Knowledge, Learning and Communication – Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements.
  • Awareness of the corporate vision, strategy, and priorities – Maintain a good working knowledge of the Department’s strategy, priorities, programs, and products. Build and maintain strong and reliable working relationships with internal and/or external clients, Washington, and field offices.
Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25175&site=1

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