JOB SUMMARY:

ILCT1 is hiring a team assistant to join its Transport unit based in Washington DC. This is a proactive and key role in providing effective, high quality operational and administrative support to the operational teams in the unit.

Operational Support
Provide administrative support to task team leaders (TTLs), staff and other visiting secondees.
Initiate, edit, format and distribute Mission Announcement Letters, Aide memoires and Management Letters, Terms of Reference (TOR), Back to Office Reports, and other mission-related documents under the guidance of TTLs and delegated team members.
Organize and coordinate review meetings, draft invitations, follow up on clearances and distribute to participants, provide support to TTLs on preparation of Decision Notes (for Concept Note Review Meetings, Decision Meetings, QER, Negotiations, Board, Extension of Closing Date and restructuring packages) as requested.
Check and update project milestones in SAP and/or Operations Portal, assist teams in processing Project packages in Operations Portal.
Liaise with the country offices for logistics of visiting missions (book meeting rooms and various appointments).
Perform research for the teams using various internal/external information resources, including contributing to one-page summaries.
Ensure that all team members are informed of changes to Bank/Regional operational policies, procedures and guidelines.
Provide support to properly file and disclose Project documents as requested by TTLs. Organize and maintain an electronic (WBDocs) filing system for all institutional documents related to work program.
Assist TTLs with the Admin Portal and the E-consult process involved in the hiring of consultants. Assist TTLs with the creation, maintenance and tracking of contracts for consultants and firms within E-consult.
Maintain a Consultant Roster with updated resumes and key data. Provide support to unit staff in the processing of travel requests and statements of expenses for STCs.
Support website maintenance and social media as required.
Perform other ad-hoc duties as assigned by the Practice Manager (PM).

PM Support and portfolio monitoring
Manage proactively calendar and appointments for the PM, prepare background documents required for meetings.
Serve as leave and time recording (LARS and TRS) coordinator for the unit.
Monitor leave and missions in a table.
Organize VCs, events and meetings (with Webex) for the unit, as and when the need arises and ordering food and beverages as required.
Taking notes and preparing minutes of meetings including Leadership Team meetings
Coordinating the assignment of space for visiting staff and consultants
Assure a back-up role for other administrative (ACS) staff during absences and/or peak periods.
Monitor proactively key portfolio preparation and supervision deadlines through SAP, Operations Portal, and portfolio monitoring reports, and follow up with TTLs to ensure up to date reporting and follow-up, in particular:
Monitor project milestones in SAP/Project Portal to keep them updated.
Monitor trust funds (TF) and including submission of GRMs or proper closing of TFs.
Monitor budget burn rate and consultant commitments and follow up with TTLs to commit/decommit as needed.
Monitor projects and ASAs to ensure timely submission of deliverables, ISRs, ACS, etc…
Attend and represent the unit in portfolio and deliverables meetings.

Selection Criteria

* The ideal candidate will have a Bachelor’s degree and two years of working experience in an office environment.

* Experienced computer literacy in software for word processing, spreadsheet, and database. Strong knowledge of technology and systems –MS Office skills, internet search, and social media competency.

* Demonstrated ability to prepare reports.

* Proven experience in administrative assignments supporting executive staff.

* Proactive attitude, a self-starter, and team player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the Unit’s work objectives.

* Excellent organizational, administrative, and time management skills.

* Strong practical problem-solving skills, and resourcefulness.

* Proven ability to work promptly, independently, and efficiently under pressure to meet tight deadlines –with an emphasis on accuracy and attention to details, and ability to follow through to completion.

* Excellent interpersonal skills and ability to work within a multicultural team, and with staff at all levels, as well as with others (inside and outside of the Bank) with demonstrated ability to respond effectively and professionally in a multicultural team.

* High degree of flexibility with work schedule, and a willingness to work extended hours (on occasion).

* Familiarity with the World Bank (desirable).

* Strong writing and editing skills in particular in English and Spanish.

* Fluency, oral and written, in English, Spanish, and, if possible, Portuguese. Candidates who cannot demonstrate a solid knowledge in these languages will not be considered. Please see description on the Background section. Please document your language experience in the application (native, language level A, B or C or TOEFL score).

* Work experience in developing countries is a plus.

ABSTRACT:

World Bank Team Assistant United States World Bank Jobs 2024

World Bank looking for “Team Assistant”. Applicants with a Bachelor’s degree may apply on or before 02-Aug-24.

The World Bank has published a job vacancy announcement on 13/07/2024 for qualified applicants to fill in the vacant post of Team Assistant to be based in Washington DC , United States. For more jobs, please visit https://unjoblink.org

Company Name: World Bank

Job Title: Team Assistant

Duty Station: Washington DC , United States

Country: United States

Application Deadline: 02-Aug-24