Job Title: Team Assistant
Job Family: Administration
Location: Lilongwe, Malawi
Appointment : Local Hire
Closing Date: 30-Apr-2012
Language Requirements: English [Essential]
Background / General description
The World Bank, a leading multi-lateral institution in global economic development, is currently in the process of recruiting two Team Assistants (with a preferred candidate for one of the positions), for an initial period of 2 years. The selected candidates will provide a full range of office support work, including managing processes and monitoring schedules related to their team’s/unit’s products and tasks. The Team Assistants will be members of the World Bank’s ACS Team recruited locally and posted in Lilongwe, Malawi.
Note: A potential candidate has been identified and intends to apply for this position. However, this remains a competitive process and interested candidates are encouraged to apply.
Note: If any of the selected candidates is a current Bank Group staff member holding a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment.
Duties and Accountabilities
The Team Assistants will be based in Malawi and shall operate under the overall guidance of the Executive Assistant. They shall provide administrative and operational support to various sectors, initially under close supervision and guidance of the Executive Assistant. The job implies frequent interaction with other VP units, other institutional units, staff in other locations (locally and internationally), government officials, consultants and external organizations. Responsibilities (include but are not limited to):
•Provide administrative support to the office and on operational projects, ensure effective follow through and provision of feedback on actions with government and with Task Teams.
•Draft standard letters, memos, faxes etc conforming to the organizational 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 Task Team Members 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 Task Teams 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.
•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 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.
•Track assigned task/project steps/timetables, coordinate with relevant staff and provide assistance and/or information on project-related matters.
•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.
Essential Specialized Skills/Knowledge/Competencies
•Proficiency in using advanced functions of Bank standard computer applications (Excel, Power Point and Word), and adaptability to use state-of-the-art software.
•Knowledge of standard office equipment (e.g. computers, scanners, photocopy, fax machines, etc.)
•Ability to work capably with minimal supervision in a fast-paced and deadline oriented environment.
•Ability to retrieve reference materials from various sources
•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
• High School Diploma and Diploma in Secretarial Studies
• A diploma in Business Management/Degree will be an added advantage. 5 years working experience, preferably with an international organization
• Additional qualifications will be an advantage
Closing Date: Monday, 30 April 2012
