Closing date: Thursday, 19 March 2015
Background / General description
Under the direct supervision of the Senior Executive Assistant, the Team Assistant would carry out a range of administrative and coordination functions for the RAS work and ACS Operations PS team Swaziland Country Program. The job implies frequent interaction with other VP Units, other institutional units, staff in other locations (locally and internationally), Government officials, Swaziland Project Coordinators, consultants and external organizations.
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 1 year term appointment.
Duties and Accountabilities:
- Ensuring effective processing of all project documents.
- Serving as main Administrative and Operations Assistant for Swaziland
- Supporting TTL's and project teams in planning missions to Swaziland and liaison with Government in scheduling
- Provide administrative support to the Swaziland Operations Officer on country dialogue and engagement with various stakeholders Participate in project monitoring missions and provide support to teams
- Develop and maintain strategic relations with PA's to Ministers and Administrative Assistants to other Government leaders, NGOs, Private Sector and Development partners in Swaziland
- Develop and maintain an up to date contacts list for Swaziland
- Using desktop processing skills to produce complex texts, reports, figures, graphs, etc., according to Bank format and distribution and providing assistance in editing large documents
- Tracking and reporting on appropriate aspects of the Team's operational activities and maintaining up-to-date task files (both paper and electronic).
- Drafting minutes of meetings and standard letters, memos, faxes, etc. conforming to the World Bank's standards.
- Performing analytical tasks as may be requested by team members from time to time.
- Assisting in preparation and logistical planning for various events, e.g. conferences, workshops, and accommodation
- Maintaining client and team distribution lists, phone/address, contacts etc. and distributing documents for the team.
- Provide assistance to any other office work
Selection Criteria:
- A Minimum of college diploma in Secretarial Studies or Office Management and at least 3 years of relevant experience in a government, international or reputable Private sector company
- Proficiency in using advance functions of standard computer applications and adaptability to use state-of-the-art software.
- Knowledge of and ability to execute complex business processes
- Prior knowledge of South Africa, Swaziland and Botswana government clients and understanding of World Bank work is desirable
- Demonstrated commitment to delivering results, professionalism and work ethic
- Drive and ability to follow through on team, also ability to adapt to changing business need by continuous learning/training.
- Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural/disciplinary environment and ability to produce high quality work under pressure.
- Proficiency in English (verbal and written) and effective time management and organizational skills.
- Proficiency in the use of Microsoft Outlook, MS Word, Excel, PowerPoint,
- In addition to the above selection criteria, the following competencies are expected of the successful candidate:
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.
- 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 - Has good knowledge of official unit's language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
- 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 inquires.
- 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.
