E T Temporary ( Team Assistant )
Do you want to build a truly worthwhile career? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity, and promoting sustainable development. 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. Visit www.worldbank.org.
The World Bank Rwanda Country Office is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced, and culturally diverse environment, to work as a Team Assistant based in Kigali, Rwanda.
The successful candidate will work under the leadership of the Country Manager and the day-to-day supervision of the Executive Assistant who provide supervision and guidance to the ACS (Administrative and Client Support) staff. Selected candidate 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
Duties and Responsibilities
The Extended Term Temporary 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, etc.) in English conforming to the organization’s regional standards, using proper grammar, punctuation and style and proofread materials
- Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by other staff or clients.
- Processing Travel Requests (TRs) for country unit Bank consultants, temps and visitors and follow up of SOEs
(ii) Information Management and Client interaction
- Answer internal and external queries on the assigned portfolio, task, or activity, 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 teams
- Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.
(iii) Time management & Logistics planning
- Secure meetings/appointments with the client during missions
- Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information
- 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.
(iv) Procurement of Goods & Services:
- Seek quotations from vendors
- Process Admin Portal requests for country unit purchase orders (POs)and consultants
- Creation, monitoring, extensions, amendments and closing of POs and consultant appointments.
- Follow-up on approvals for POs
Other duties
- Serve as a back-up Task Team Assistants on project and administrative tasks
Selection Criteria
- A Bachelor degree in preferably in Business Administration, International Development or other discipline in which the World Bank is engaged
- A minimum of three (3) years relevant work experience in a large international or Service or Private Sector Organization;
- Demonstrated use of initiative and ability to anticipate next steps and follow through on team priorities and respond to requests for information in the absence of the team leader;
- 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; and
- Ability to produce high-quality work under time pressure.
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 Microsoft office applications (Excel, Outlook, PowerPoint, Word, etc.) and smartphones. 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.
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 the unit’s language(s). Able to write clearly, edit and proofread draft communications. Able to 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.
World Bank Group Core Competencies
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.
Note: The selected candidate will be offered a one-year appointment, renewable for an additional one year, at the discretion of the World Bank Group, and subject to a lifetime maximum ET Appointment of two years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their second-year ET appointment are not eligible for future ET appointments
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