Administration Assistant

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Description

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The World Bank Bangui Country Office is looking for a highly organized, energized, and experienced person capable of operating effectively in a very demanding fast-paced environment to serve as a Team Assistant. The Team Assistant will be under direct supervision of the Senior Program Assistant (SPA) who is responsible for her/his technical and professional development and performance evaluation.

The Team Assistant is an integral part of the Central African Republic (CAR) 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 the country and in other locations (locally and internationally), Government officials, consultants, and external organizations.
Roles & Responsibility:
The Incumbent’s duties include but are not limited to:
Operational, Logistic, and administrative support:

• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.Collect and input data provided by Task Team Leaders 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 routine correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Draft minutes of meetings and provide assistance in editing large documents.Support virtual or field Team mission during all project stages (preparation, supervision, and achievement) without delay.
• Participate and organize field visits and meetings (including virtual ones) and take note of essential points for the team during project missions
• Ability to organize High level/ multisectoral meetings, workshops, conferences, and seminars.Review transmittal letter, and aide- memoire and other letters relating to projects according to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Alert project teams of deadlines (aide-memoire, ISR, ICR etc.) according to Bank guidelines.Track pending activities through the operation portal (effectiveness date, deadline for ISR/ICR etc.).
• Experiences and ability to use operation, SAP, & administrative portal.Process all STC contracts in close collaboration with the Task Team Leader and assist with end-of-year closing requirements that includes review and follow-up to ensure that consultant commitments and balances are paid, and contracts are closed accordingly for unit-led tasks, particularly during the last quarter of the fiscal year.
• Remind Teams coming on missions of travel requirement to CAR including those related to COVID-19 and FCV countries context.Ensure logistics, visa, room reservation, pick up / drop of team membersMake travel requests for consultants or other mission members; Ensure the security visa of his team during field visits.
• Ensure that all receipts document is filed in the Travel request for consultants in the best time.Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Manager and/or the Country Management Unit (CMU).

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.

Time management & Logistic 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.Arrange working schedule and meeting with counterparts for the visiting teams

Selection Criteria:

• Bachelor’s degree with at least 2 years work experience in a relevant position.Ability to pass relevant Bank Group tests in place at time of recruitment (e.g., French and English languages, and computer applications).
• Knowledge of/ability to perform diverse and intricate work routines that are specific in objective.Strong English and French language skills (verbal and written), including ability to draft a variety of documents (e.g., letters, aide memoires).
• Good team player with ability to interact tactfully and effectively with staff at all levels.Intermediate knowledge of personal computers and ability to use standard computer applications suite (e.g., MS Office).
• Willingness to seek assistance from supervisor(s)/colleagues and learn from them.Ability to deal accurately and complete tasks every day according to specific standards.Ability to function effectively in multi-disciplinary teams within a matrix management environment.
• Ability to follow through on work priorities and respond creatively to client requests.
• Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills, and ability to handle confidential information.
• Ability to retrieve reference materials from various sources (e.g., databases or other filing systems, Internet, etc.).Demonstrated initiative and resourcefulness.
• Proven ability to build relationship and interact positively with senior counterparts in the public and private sectors, in French and English.Ability to produce high-quality work under pressure

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=25794&site=1

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