Employment Opportunity at World Bank Botswana

Team Assistant, Gaborone, Botswana

Closing date: Wednesday, 13 April 2016

Grade

Location Gaborone, Botswana

Recruitment Type Local Hire

Language Requirement English [Essential]

Closing Date 13-Apr-2016

Background / General description

The Southern Africa Department 1 (AFCS1) is a dynamic Country Management Unit (CMU) which covers seven countries in Southern Africa: Lesotho, Botswana, Namibia, South Africa, Swaziland, Zambia and Zimbabwe.

The Country Director is based in Pretoria, South Africa. He is supported by a Country Program Coordinator based in Washington, D.C.; a Senior Operations Officer based in South Africa; Country Managers based in Zambia and Zimbabwe; Country Representatives based in Botswana and Lesotho; and several operational support staff.

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

The Team Assistant will be based in Gaborone, Botswana and shall operate under the overall guidance of the Country Representative and Senior Executive Assistant. He/she shall provide administrative and operational support to the Botswana Country Office, RAS team and support to the visiting mission's team.The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), government officials, consultants and external organizations.

Responsibilities (include but not limited to)

• Provide administrative support to the office and on operational projects, ensure effective follow through on actions with government and with Task Team Leaders (TTLs).
• Draft standard letters, memos, faxes, etc conforming to the organization's regional standards, using proper grammar, punctuation and style.
• Provide primary assistance in the implementation of the CO work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
• Perform analytical tasks as may be requested by TTLs from time to time.
• Provide assistance in formatting and editing large documents.
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
• Collect and input data provided by TTLs into the central database, including processing new project status reports.
• Tracking and reporting on appropriate aspects of the team's operational activities.
• Enhance work organization and effectiveness. Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, VPU and institutional guidelines.
• Attend meetings, draft minutes and ensure timely clearance and distribution.
• Use word processing or desktop publishing skills to type complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Assist in preparation and logistical planning for various events such as visits by Bank missions, conferences, seminars and workshops.
• Respond to internal and external queries from external and internal clients and, as necessary, and/or ensure routing to appropriate staff to handle.
• Maintain / update current distribution lists, phone/address lists of project/product contacts, and distribute documents to relevant task team.
• Maintain up-to-date work unit project and other files.
• Serve as a back-up to other staff and the Receptionist.

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