Team Assistant

The Team Assistant will carry out a full range of office support work including managing schedules for senior staff, coordinating mission schedules, and providing logistical support for events. The role involves extensive liaison with internal and external stakeholders and requires proactive problem-solving and use of operational programs.

Responsibilities

• Attend to daily office reception duties, walk-in clients, online queries/correspondences.
• Work productively and effectively often from own initiative providing support to the Operations Manager, Operations Officer, Task team leaders and other bank staff.
• Coordinate mission schedules taking priorities into account, monitor changes, and communicate information to appropriate staff, inside and outside the immediate work unit, including officials outside the World Bank.
• Coordinate travel and visa arrangements, accommodation and transportation.
• Preparation and logistical planning for various events, such as conferences, workshops, negotiations; includes conference room booking, clearing/readying room for events and provide necessary hospitality etiquettes to clients and officials.
• Process payments, maintain up to date records of all expenses including CT quarterly reimbursements.
• Use word processing, spreadsheets, power point software or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribute.
• Support to the Security Focal Point and MERC Officer for the office including providing security briefings to new mission travelers.
• Solve non-routine problems such as responding to requests requiring file searches and identification of correct operational procedures.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Order office supplies and maintain a stock record of office equipment (Assets list).
• Maintain up-to-date Tonga project and other office files (both paper and electronic).

Requirements

• Diploma in administration, business or related field.
• Excellent knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Effective time management and organizational skills and ability to produce high quality work under pressure.
• Demonstrated initiative and resourcefulness.
• Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural environment.
• Ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
• Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
• Ability to adapt to changing business needs by continuous learning/training.

Skills

• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Time Management
• Organizational Skills
• Drafting Correspondence
• Editing Skills
• Office Support
• Schedule Management
• Event Logistics Management
• Stakeholder Liaison
• Operational Program Use
• Proactive Problem Solving
• Adaptability
• Continuous Learning

Languages

English