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Full-time Team Assistant

la Banca Mondiala in Port-au-Prince, Haiti

Job #: 122342
Job Title: Team Assistant
Job Family: Administration
Job Type: Administrative
Grade: GB
Location: Port-au-Prince, Haiti
Recruitment: TypeLocal Hire
Language: RequirementEnglish [Essential]; French [Essential]
Closing Date: 16-Oct-2012

Background / General description:
The Haiti Country Office is transitioning from a small to a medium-sized office with about 36 staff and a heavy flow of incoming missions. LCCHT is searching for a Team Assistant to provide high quality administrative and operational support to the Haiti Country Office, particularly to the Sustainable Development (SD) team operations portfolio. The Team Assistant reports directly to the Senior Country Officer and carries the overall responsibility for managing the quality, timeliness and completeness of administrative, operational and client support functions, their related liaisons, and compliance with Bank procedures and standards.

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:
a) General Support to SD
1) Draft routine correspondence; provide language support for proofreading and editing of routine correspondence and drafting short translations when necessary; respond to queries related to the teams’ activities using proper English and French grammar, punctuation, and style as required; attends meetings and drafts minutes, as necessary.
2) Maintain working and projects files up-to-date; file in WBdocs and retrieve documentation from the system as requested.
3) Keep current and updated the contact lists of the SD unit (projects contacts), liaising with Government offices, PIUs, OIs and NGOs.
4) Arranges missions’ meetings and prepare agendas if necessary. Ensure that all of the necessary logistics for visiting mission are handled in a timely and organized manner. Act as the first point of contact for information related to her unit’s missions/field trip planning.
5) Coordinate schedules taking priorities into account and communicate information to appropriate staff; ensure that Network videoconferences with HQ and other field offices are handled in a timely and organized manner;
6) Acts as the focal point in preparation and logistical planning of various conference, workshops and negotiations events.
7) Identify and resolve diverse issues/problems as they arise.
b) Support to Task Managers
1) Provide high quality administrative assistance to Task Managers; processing and drafting routine project-related correspondence while ensuring proper use of Bank and regional procedures and formats;
2) Perform basic research for project teams using various internal/external information resources such as the Bank/Fund Library and the Intranet;
3) Report production:
a. Ensuring effective processing of documents through all stages of the project cycle including appropriate clearance, distribution and handling of logistical planning for negotiations, board presentations, signings and participating in such meetings
b. Uses word processing or desktop publishing skills to produce complex text, reports, figures and graphs.
c. Provides short language translations and exercises quality enhancement functions for documents;
d. Assists in the production and distribution of information material, studies and books;
4) Participate in mission field work if required.
5) Mentor less experienced staff
c) General Office Support
1) Provides overall support to the office workflow to ensure completion of priority tasks and events, eg. Conferences, workshop and seminars.
2) Performs ad-hoc duties as assigned by the Executive Assistant or the Senior Country Officer.
3) Assures a back-up role for other ACS staff during absences or peak periods.
The assignment will include travel outside Haiti for training/forum purposes and may include travel within Haiti to support project supervision in the field.

Selection Criteria:
- Minimum Education: High School Diploma. College degree preferred.
- Minimum Years of Relevant Experience: 3 years
• Technology and systems knowledge – Demonstrates advanced knowledge and experience working with Microsoft office applications (Microsoft Office, Lotus Notes), 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 details and quality. Able to organize own work and complete assigned and multiple tasks according to directions within agreed timeline;
• Institutional policies, processes, and procedures - Displays basic awareness of WB structure and relevant people within the assigned area of responsibility and is able to apply/implement them, knows key players, understands own role. Demonstrates basic understanding of policies and procedures and has ability to apply them in routine situations.
• Versatility and adaptability - Demonstrates ability and willingness to learn, flexibility and is receptive to the implementation of new solutions. Is willing to stretch one’s capability, demonstrates motivation to avail and adapt oneself to effective change.
• Client Orientation - Demonstrates positive client service attitude; is able to understand clients’ needs and to complete them professionally.
• Solid team player attitude, strong inter-personal skills and commitment to work in a team-oriented and multi-cultural environment;
• Learning, knowledge sharing and communication – Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across 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 queries.
Sorce: worldbank.

Oferte recente la Banca Mondiala
Non-permanent St E T Consultant la Banca Mondiala in Washington, DC 10-10-2012

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