Team Assistant – Equatorial Guinea Full Time

Roles & Responsibility

The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Malabo Office.

The main functions include but are not limited to:

Administrative & Operational support

Carry out the full range of office support work, including managing processes and monitoring schedules related to the team’s products and tasks. Coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts. The Team Assistant (TA) may also be assigned responsibility for some aspect of the unit’s administrative functions.

• Carries out assignments with supervision as needed, targeting excellence of the task or product through teamwork.
• Work regularly and substantially in more than one language, to include translating/drafting a variety of standard documents, applying effective proofreading and grammar skills in English and Spanish.
• Draft routine correspondence and proofreads materials using proper grammar, punctuation, and style.
• Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
• Use word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard formats and distribution.
• Coordinate schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Solve non-routine problems (e.g., responds to requests requiring file search, etc.).
• Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
• In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task budget, etc.) within his/her team.
• Track assigned task/project steps/timetables, coordinate with relevant staff and provide assistance and/or information on project-related matters.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Maintain up-to-date work unit project and other files (both paper and electronic).

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

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

Other duties

• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.
• Occasionally perform Analytical tasks as may be requested by the Team Leader
• Perform other tasks as requested by the Supervisor.

Selection Criteria

• Bachelor’s degree with at least 3 years work experience in a relevant position such as administration assistance in multi-national or international organization preferred. Preferably a Diploma in Secretarial Studies or Office Management or Business Administration.
• Excellent command of written and spoken French and English, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials.
• Effective time management and organizational skills
• 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.
• Committed team player with good inter-personal skills and ability to work
• effectively in a multi-cultural environment.
• Ability to produce high-quality work under pressure.

All applications will be treated in the strictest confidence. Only short-listed candidates will be contacted. This is a local hire (paid in local currency). The appointee will be stationed in Malabo

The World Bank Group values diversity and encourages all qualified candidates who are nationals of World Bank Group member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Sub-Saharan African nationals, Caribbean nationals, and female candidates are strongly encouraged to apply.

The deadline to apply is 6/11

Tagged as: Malabo, Team Assistant, World Bank