Description

 Do you want to build a career that is truly worthwhile? The World Bank Group (WBG) 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 and promoting shared prosperity. 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. For more information, visit www.worldbank.org

The Western and Central Africa Region Context: https://www.worldbank.org/en/region/afr/western-and-central-africa

Country and Unit Context:

The World Bank in Guinea-Bissau: https://www.worldbank.org/en/country/guineabissau

The World Bank, a leading multi-lateral institution in global economic development, is looking for a highly organized and motivated Team Assistant to provide administrative, logistical, and operational support to the World Bank Guinea-Bissau Country Office. The ideal candidates are capable of operating effectively in an evolving environment with a wide range of responsibilities. S/he will report to the Resident Representative. 

Roles & Responsibility:

The Team Assistant is an integral part of the Guinea-Bissau Country Office Administrative and Client Support (ACS) team. S/he 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.

The main functions include but are not limited to:

Operational and administrative support

• Provide support for preparation and implementation of World Bank projects and activities according to Bank procedures.

• Use desktop processing skills to produce reports, presentations, and charts/graphs according to Bank format and distribution.

• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.

• Draft correspondence (standard letters and memos) and minutes of meetings and help in editing large documents, conforming to the Bank’s regional standards, using proper grammar, punctuation and style and proofread materials.

• Assist team or work unit by translating/drafting in Portuguese.

• Support mission logistics and join missions as needed/requested by Task Team Leaders. 

Information Management and Client interaction

• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.

• Maintain up-to-date project and other files (both paper and electronic) for assigned sectors.

Time management & Logistic planning

• Arrange working schedule and meeting with counterparts for the visiting teams.

• Coordinate schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information to the appropriate staff, inside and outside the immediate work unknit, including officials outside the Bank Group, track and report on appropriate aspects of the Team’s operational activities.

• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, help 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, high level meetings. 

Resource Management Tasks

• Liaise with Resource Management staff to support budget related tasks for the country office. This includes process vendor invoices/payments, enter travel requests and statements of expenses for consultants and drivers, order supplies, support facility management, maintain the inventory of assets facilities.

• Enter short-term consultant contracts for assigned sectors.

Other duties

• Coordinate the driver services for the country office.

• Serve as a back-up to other administrative (ACS) staff.   

• Occasionally perform analytical tasks as may be requested by Team Leaders.

• Perform other tasks as requested by the Resident Representative.

Selection Criteria

• Minimum bachelor’s degree and at least 2 years of relevant experience.

• Excellent communication skills in written and spoken English and Portuguese. Good command of French is desirable. 

• Advanced computer skills and full proficiency in the use of relevant software applications (Excel, Power Point, Word).

Competencies:

• Good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.

• Attitude / Adaptability – Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change.

• Client Orientation – Exhibit good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them with high level of professionalism.

• Learning, knowledge sharing and communication – Good English language skills (verbal and written) 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.

• Drive for Results – Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.

• Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contribute efficiently to teams’ work and output, demonstrating respect and flexibility for different points of view.

• Familiarity with the World Bank operational work and projects is desirable.
  

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

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.