Team Assistant

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Description

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• 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:

• 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.

• 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.

• 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.

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