Team Assistant – Malawi

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Job #: req13439
Organization: World Bank
Sector: Administration/Office Support
Grade: GB
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Lilongwe,Malawi
Required Language(s): English
Preferred Language(s):
Closing Date: 10/29/2021 (MM/DD/YYYY) at 11:59pm UTC
Description

 

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.  For more information, visit www.worldbank.org.

The World Bank Malawi Country Office is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Team Assistant. The Team Assistant will be under direct supervision of the Senior Executive Assistant (SEA) who is responsible for her/his technical and professional development and performance evaluation. The Team Assistant is an integral part of the Malawi Country Office Administrative and Client Support (ACS) team. (S)He will provide administrative and client support to the operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Roles & Responsibility: The Incumbent’s duties include but are not limited to:

Operational and administrative support

• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
• Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Draft routine correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Draft minutes of meetings and provide assistance in editing large document
• Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and/or the Country Management Unit (CMU).

Information Management and Client interaction

• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.
• Track and report on appropriate aspects of the Team’s operational activities

Time management & Logistic planning

• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.

Other duties

• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.
• Occasionally perform Analytical tasks as may be requested by the Team Leader.

 

Selection Criteria

• Preferably a Diploma in Secretarial Studies or Office Management or Business Administration. University Degree will be an added advantage.
• Three (3) years relevant work experience in a large International or Service or Private Sector Organization;
• Relevant office support experience in a large international or multinational or corporate or public service organization.
• Proficiency in using advanced functions on standard computer applications (Windows applications: Word, Excel, and PowerPoint);
• Ability to pass relevant World Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.)
• Mastery of the English language (verbal and written)
• Working knowledge of word processing and Microsoft Office suite



Competencies:

• Good team player with ability to interact tactfully and effectively with staff at all levels.
• Willingness to seek assistance from supervisor(s)/colleagues and learn from them.
• Ability to deal accurately and complete tasks every day according to specific standards.
• Ability to function effectively in multi-disciplinary teams within a matrix management environment.
• Ability to follow through on work priorities and respond creatively to client requests.
• Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills, and ability to handle confidential information.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the  World Bank  and  IFC , including our values and inspiring stories. 

To apply for this job please visit worldbankgroup.csod.com .

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