Background / General description:
The World Bank Country Office in Tanzania is seeking to recruit a dynamic, outgoing, organized and suitably qualified candidate to fill the post of Team Assistant. The primary objective of the Team Assistant will be to provide effective and high quality support for the Country Office Operations teams. For day-to-day assignments and responsibilities, the Team Assistant reports to the Sr. Executive Assistant and/or to the designated supervisor(s) and will be an integral part of the Administrative and Client Support (ACS) team. S/he will provide a wide range of support to the Operations units.
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:
Among other duties, the Team Assistant will:
- Provide and carry out the full range office support work, including managing processes and monitoring schedules related to the unit's products and tasks in a very demanding international work environment.
- 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 assistant sector staff on mission.
- Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside and Bank group.
- Produce complex texts, reports, presentations, charts, graphs, etc. using word processing, or desktop publishing according to standard Bank formats and distribution.
- Draft routine correspondence and proofreads materials using proper grammar, punctuation and style and capable of making full use of shared drive software capabilities.
- Solve non-routine problems creatively and resourcefully and assists in the preparation and logistical planning of various events, e.g. conference, workshops, negotiations, etc.
- Track assigned tasks/project steps/ timetables using modern office management technologies, coordinates with relevant staff, provide assistance and/or information on project-related matters.
- Maintain current distribution lists, addresses lists of projects/products concerned, and distributes documents for the team. Also maintain up-to-date work unit project and other files (both paper and electronically).
Selection Criteria:
- Preference will be given to suitable candidates with a Bachelors' degree (in Secretarial Studies or Office Management or Business Administration, or in related fields).
- At least 3 years of direct relevant experience in a large International or service or Private Sector Organization.
In addition to the above selection criteria, the successful candidate should be able to demonstrate the following competencies:
Client Orientation - Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.
Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
Knowledge, Learning and Communication - Able to communicate effectively, in writing and orally in English is essential, French is desired. Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit. Able to follow through on team priorities in the absence of the team leader and respond to requests for information. Able to adapt to changing business need by continuous learning/training.
Business Judgment and Analytical Decision Making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.) and be able to pass relevant Bank Group tests in place at time of recruitment. Has ability and willingness to maintain up-to-date knowledge and skills as technology and adaptability to use state-of-art software. Able to retrieve reference materials from various sources and pull the information together in a useable format.
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. Able to execute business processes involving diverse and work procedures related to the processing and production of assigned outputs in a timely manner.
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.
Qualified male and female candidates of diverse background (gender, religious, ethnic etc) are encouraged to apply.
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Closing Date: Sunday, 17 February 2013
