Team Assistant - World Bank

Background / General description

The World Bank Group’s Cross Cutting Solutions Area - Fragility, Conflict and Violence Group (FCVG)   is looking for a Team Assistant with excellent administrative, organizational and interpersonal skills.  The Team Assistant will be a member of the FCVG staff recruited locally and based in Nairobi, Kenya.  The incumbent has dual reporting to Task Team Leaders in the FCVG Team and to the Program Assistant based in the office of the Manager, Fragility, Conflict and Violence Group in Nairobi, Kenya.

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 term appointment.

Duties and Accountabilities

Key Tasks and Responsibilities will include but not limited to the following:

i. Provide and carry out the full range office support work in a very demanding international work environment and working proactively with the team in planning and unit calendars, travel, meetings, etc. are efficiently coordinated;

ii. Operate with efficiency and responsiveness, anticipating needs and finding solutions.

iii. Prioritize effectively with sensitivity to deadlines;

iv. Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office; as well as external counterparts and may also be assigned responsibility for the aspect of the unit’s administrative functions and also assist FCVG - Nairobi and the DC based staff on mission.

v. Assist in the organization and coordination of all manner of events related to FCVG activities such as workshops, trainings, meetings, including side events as requited;

vi. Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information;

vii. Produce complex texts, reports, presentations, charts, graphs according to standard Bank formats and distribution;

viii. Draft correspondence and proofread materials;

ix. Solve non-routine problems creatively and resourcefully;

x. Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters and ensure proper dissemination of documentation;

xi. Maintain and update contacts lists, the filing system, program or unit files (both paper and electronically) and ensure the general efficient functioning of the assigned team.

xii. Perform other tasks that may be assigned by the supervisor

Selection Criteria

Among other criteria, the successful candidate should be holding a minimum of college diploma preferably in Secretarial Studies or Office Management or Business Administration, or other relevant qualification; with at least 3 years of direct relevant experience in a large International Service or Private Sector Organization; proficient in verbal and written English (and preferably French) and effective time management and organizational skills.  

Overall Competencies

• Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). 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. 

• Lead and Innovate- Identifies problems or obstacles. 

• Deliver Results for Clients- Proactively responds to and completes client requests. 

• Collaborate Within Teams and Across Boundaries- Contributes collaboratively to one’s own team. 

• Create, Apply and Share Knowledge- Shares knowledge appropriately. 

• Make Smart Decisions- Uses critical thinking to inform own decision-making. 

• Tasks and Workflow Management- Has the ability to organize own work and to complete assigned tasks within agreed timeline.

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