Team Assistant

The Team Assistant will provide comprehensive office support including managing schedules, drafting correspondence, coordinating events, and liaising with internal and external stakeholders. The role requires initiative, resourcefulness, and the ability to handle non-routine operational tasks in a dynamic environment.

Responsibilities

• Work productively and effectively often from own initiative providing support to Task Team Leaders (TTL) and Senior Staff.
• Draft routine correspondence, project related documents, and proofread materials using proper grammar, punctuation, and style.
• Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
• 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.
• Coordinate 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 (WB).
• Solve non-routine problems (e.g., responding to requests requiring file searches, and identification of correct operational procedures).
• Preparation and logistical planning for various events, such as conferences, workshops, negotiations.
• Create AIS, update milestones and tracks assigned tasks, project steps and timetables in the Operational Portal and SAP.
• Monitor task budget/trust funds for specific projects on behalf of the team.
• Assist with processing Consultant contracts and travel. Coordinate with relevant staff and to provide assistance and/or information on project-related matters when requested.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
• Maintain up-to-date work unit project and other files (both paper and electronic).
• Work will involve frequent interaction with the following: Internal Contacts, Other VP and Global Practice (GP) units, IFC and MIGA, and other institutional units. Staff in all locations, locally and internationally, external Contacts such as Government Officials, Consultants, and External Organizations.

Requirements

• Preferred education – High school diploma with 5 years of experience or equivalent combination of education and experience. A university degree would be an advantage.
• Excellent knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
• Working knowledge of SAP and other World Bank applications such as Admin and Operations Portal would be an advantage.
• Ability to quickly become proficient in using advanced functions of Bank standard computer applications and state-of-the-art software along with WB’s record management and online filing procedures.
• Ability to retrieve reference materials from various sources (e.g., databases or other filing systems, Joint Library, Internet, etc.)
• 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.
• The candidate should have the legal right to work in Australia.

Skills

• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• SAP
• Admin and Operations Portal
• Record Management
• Online Filing Procedures
• Reference Materials Retrieval
• Time Management
• Organizational Skills
• Drafting Correspondence
• Editing Materials
• Event Coordination
• Stakeholder Liaison
• Office Support
• Schedule Management

Languages

English