The World Bank Currently Seeking For Multiple Dynamic Administration Assistant x2 APPLY TODAY
Background
The World Bank is an international financial institution that provides loans and grants to the governments of developing countries for the purpose of pursuing capital projects. It was established in 1944 and consists of two institutions: the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). The World Bank’s mission is to reduce poverty and promote economic development by providing financial assistance, policy advice, and technical expertise to its member countries.
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1st Administration Assistant
Sector: Administration/Office Support
Grade: GC
Term Duration: 2 years and 0 months
Recruitment Type: Local Recruitment
Location: Washington, DC, United States
Required Language(s): English
Preferred Language(s): None specified
Closing Date: The application deadline is on April 26, 2024, at 11:59pm UTC.
Responsibilities:
- Provide programmatic and logistical support to the Panel, working closely with the Panel and Compliance staff to ensure efficient workflow and operations of the IPN.
- Manage the Chair and Panel Members’ calendar, prioritizing effective time management.
- Prepare and format Inspection Panel Compliance documents for submission to the Board, including overseeing and distributing BOS documents related to compliance matters.
- Coordinate meetings of Chair and Panel Members with Board and CODE members in collaboration with Corp Sec.
- Ensure that work priorities, procedures, and systems for the Inspection Panel follow World Bank procedures.
- Screen incoming correspondence and phone calls for the Panel Chair, using judgment, tact, diplomacy, and discretion in answering or redirecting inquiries.
- Assist new Panel members and compliance staff with their onboarding, visas, HR systems, and familiarization with Bank processes, protocols, and guidelines related to the compliance function.
- Ensure Panel members and new Compliance staff have the necessary equipment and access to computers, networks, and email.
- Coordinate travel and accommodation arrangements for Panel Members and compliance staff, including seeking clearances, identifying best travel routes, arranging hotels, transport, and logistics.
- Process expenses and invoices related to Panel travel and other work in line with World Bank policy requirements and maintain records of expenses and invoices.
- Support the contracting of consultants and process payment claims for the Inspection Panel compliance function.
- Serve as Coordinator for an extensive network at senior levels in relation to the Inspection Panel.
- Provide administrative support to the AMS and IPN during vacations or busy periods of other AMSEC administrative staff, ensuring uninterrupted support for their work.
- Collaborate with other Program Assistants, Country Program Assistants, and Executive Assistants throughout the Bank to contribute to a friendly, supportive, and business-oriented work environment for the IPN.
Selection Criteria:
Minimum requirements:
- High School diploma and seven years of relevant experience or equivalent combination of education and experience.
- Preferred experience in more than one VPU of the World Bank and in-depth knowledge of the Bank Group processes, policies, and procedures.
- Experience in organizing events, workshops, and meetings for senior-level staff.
- Experience in organizing complex travel and logistics for team members.
- Proven organizational skills and ability to plan and prioritize work.
- Excellent interpersonal and intercultural communication skills.
- Ability to independently manage multiple assignments with minimal supervision.
- Experience in dealing with senior officials within and outside the Bank.
- Strong English language skills (verbal and written).
- Proficiency in MS Word, Excel, PowerPoint, Outlook, SAP, Chrome, and Internet Explorer.
- Willingness and flexibility to work overtime on short notice.
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2nd Administration Assistant
Sector: Administration/Office Support
Grade: GB
Term Duration: 3 years and 0 months
Recruitment Type: Local Recruitment
Location: Kigali, Rwanda
Required Language(s): English
Preferred Language(s): English, French
Closing Date: The application deadline is on April 29, 2024, at 11:59pm UTC.
Duties and accountabilities:
The Team Assistant’s duties and accountabilities include, but are not limited to, the following:
(i) Operational and administrative support
• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.
• Collect and input data provided by Task Team Leaders (TTLs) 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 correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials;
• Schedule and organize meetings, missions, and other events.
• Draft minutes of meetings and provide assistance in editing large documents.
• Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs. Program Leader, Country Director and/or the Country Management Unit (CMU).
(ii) 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.
(iii) Time management & Logistics 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.
Selection Criteria
Among other criteria, the successful candidate should be holding:
• Preferably a Diploma in Secretarial Studies or Office Management or Business Administration. Candidates with Bachelor’s degree will have an advantage.
• Three (3) years relevant work experience in a large International or Service or Private Sector Organization;
• Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint);
• Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities;
• Applied knowledge of Bank’s organization, procedures and practices, including Bank records management and filing procedures;
• Thorough knowledge of work procedures in assigned work unit;
• Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information;
• Ability to pass relevant Bank tests (e.g. English language, computer applications, etc.) as required;
• Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment;
• Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style;
• Effective time management and organizational skills;
• Ability to produce high-quality work under pressure.
Required Competencies
In addition to the above selection criteria, the following competencies are expected of the successful candidate:
• Technology and systems knowledge – Demonstrates advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. 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 inquiries.
