TEAM ASSISTANT (2) - WORLDBANK

OVERVIEW

The World Bank’s Loan Department (CTRLD) has established a Regional Center in Nairobi, Kenya as part of its efforts to realign its services to be more client focused, and more strategically positioned to better support the Bank's lending program and the Bank's capacity building efforts. There will be a phased transition of operations from CTRLD's existing Regional Center in Johannesburg to the Nairobi Regional Center over the course of the next several months.  The Nairobi Regional Center follows the staffing model of other regional centers (Brasilia, Beijing, Zagreb, Chennai and Manila) – with a solid team of Finance Assistants, Finance Analysts, and a Regional Center Team Leader. CTRLD is seeking to hire an experienced Team Assistant to be based in Nairobi, Kenya. The Team Assistant at the Regional Disbursement Center (RDC) in Nairobi is a member of the Loan Department (CTRLD).  S/he is primarily responsible for providing support to the RDC’s information operation system, logging incoming withdrawal applications sent by various Project Implementation Units (PIUs), and mission preparation for disbursement seminars and workshops.  The Team Assistant works under the technical supervision of Finance Assistants and Finance Analysts and reports to the Regional Center Team Leader.

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 3 year term appointment.

DUTIES

Required Competencies:

Technology and systems knowledge:

• Maintain the RDC’s information management operation, ensuring:
• Completeness of records in accordance with established policies and procedures;
• Scanning information (including deletion letters and working papers) into the Bank’s document management systems (IRIS or WBDocs); s
• scanning withdrawal applications to be filed in the Bank’s loan processing system (i-LAP) and then uploaded into IRIS or WBDocs ; 
• filing applications in boxes and labeling of boxes for appropriate dispatch to the Head Office (HQ); 
• arranging for the shipment of these boxes ensuring that all paperwork etc. is completed and that any other requirements are complied with;
• Maintaining as appropriate, a paper filing system according to defined policies and procedures;
• Working with staff within the RDC, and consulting as necessary with the Information Assistant in the Loan Department’s Record Centre, to assess record keeping requirements

(ii) Project and Task Management:

• Assisting Portfolio teams in monitoring compliance with the electronic disbursement procedures (e-Disbursement) by reporting manual applications received from projects which are already registered in online banking.
• Receiving courier pouches and keeping a copy of the signed consignment note/proof of receipt and filing of these; opening and distribution of mail, reconciling what was received to what was logged and noting reasons for any differences; and sorting and logging of applications.

(iii) Institutional policies, processes and procedures:

Performing general administrative/project assistant  duties for the RDC team: 

• Determining stationery requirements, liaising with the Resource Management unit and suppliers regarding the ordering of office supplies and arranging payment therefore; and handling any other supplier requirements; 
• Liaising with travel agents with regard to visas, air tickets, etc. and preparing travel arrangements for the team as needed; 
• Liaising with providers (i.e caterers etc) as and when required;
• Ensuring generally that the office supplies are availed and that office services are rendered.

(iv) Learning, Knowledge Sharing and Communication:

• Maintaining up-to-date distribution lists, phone address lists, and other team records for the use of the team;
• Assisting in the preparation and logistical planning of events, training, and meetings; 
• Providing assistance in the preparation of documents and  training materials;

(v) Business judgment and analytical decision making :

• Undertake ad-hoc assignments and provide administrative support to other staff in the Loan Department as required

SELECTION CRITERIA

The successful candidate should preferably be holder of a College Diploma in a related field with a minimum of 2 years of direct relevant experience. Candidates with a university degree will be preferred. 

• Applied knowledge of World Bank's organization, relevant business practice and procedures, including records management and filing procedures will be an advantage.
• Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software (SAP, Microsoft Office, iLap, intranet sites).
• Understanding of World Bank policies and practices related to disbursement and contract management (desirable).Knowledge of the World Bank administrative policies (desirable).
• Ability to manage multiple tasks and projects against ambitious deadlines.
• Attention to detail and numerical accuracy.
• Understanding of information systems and the application of new technology.
• Ability to communicate effectively, in writing and orally in English (essential), French (desirable) and/or Portuguese (desirable).
• Capacity to deal sensitively in multi-cultural environments and at all levels.
• Capacity to build effective working relations with clients and colleagues.
• Ability to deal with rapidly shifting priorities and work demands.
• Willingness to learn new skills and seek help from others.
• Committed team player with excellent interpersonal skills.  
• Willingness to extend him/herself to meet deadlines.

The World Bank is committed to achieving diversity of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.  Only short-listed candidates will be contacted.

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