Recrutement de 01 Team Assistant

Recrutement de 01 Team Assistant
Niveau d'études: Bac
Expérience: 3 ans
Expire le: 24-03-2023

World Bank
N'Djamena, Tchad
Team Assistant

Job #: req21605
Organization: World Bank
Sector: Administration/Office Support
Grade: GB
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: N'Djamena,Chad
Required Language(s): English, French
Preferred Language(s):
Closing Date: 3/24/2023 (MM/DD/YYYY) at 11:59pm UTC

Description

Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.

Chad is a low-income country receiving financing from the International Development Association (IDA). With 42% of the population living below the national poverty line ($1.2/day), Chad is faced with a poverty challenge affecting women disproportionately. Chad is also currently the lowest in the world on the Human Capital Index (HCI) ranking.

Bank assistance to Chad includes. analytics, studies and advisory (ASA) and lending services. Ongoing and planned major ASA products include Poverty Assessment, Economics of gender, Risk and Resilience Assessment, and Improving learning outcomes. The ongoing portfolio manages a broad portfolio of projects and development policy financing across all four Practice Groups (Sustainable Development; Human Development; Infrastructure; and Equitable Growth, Finance and Institutions).

The Word Bank Office Ndjamena, Chad is seeking a dynamic candidate to join the Administrative and Client Support (ACS) team as a Team Assistant. We are looking for a highly organized, energized, and adaptable staff capable of operating effectively in a very demanding fast-paced environment to serve as a Team Assistant. S/He will be under direct supervision of the Executive Assistant (EA) who is responsible for her/his technical and professional development and performance evaluation. (S)He will provide Administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and Accountabilities

The overall purpose of the assignment is to provide administrative and client support, logistical and operational support to the World Bank N’Djamena Country Office.

The main functions include but are not limited to:

Operational and Administrative 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.

• Draft routine correspondence and proofreads materials using proper grammar, punctuation, and style.

• Demonstrated ability to respond and deal effectively with diverse situations which require good judgment, tact, diplomacy, and confidentiality.

• 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.

• Provide a first point of contact in the Country Office as needed. Maintain a neat and tidy appearance of reception and waiting area

• Serve the reception area: Identify and admit all visitors arriving at the reception desk according to security instructions and provide support and direction as needed.

• Operate the Country Office’s telephone switchboard: answer telephones and re-direct calls as required, pre-screen calls, take urgent messages and forward them to staff in a prompt and timely manner, respond to routine inquiries and/ or re-direct them to appropriate staff.

• Maintain the weekly list of incoming and outgoing missions and provide support to visiting missions as required.

• Provide support for preparation and implementation of World Bank projects and activities according to Bank procedures.

• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.

• 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 Management Unit (CMU) and assigned technical teams.

• 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 French.

• High degree of motivation, initiative, flexibility, and reliability.

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.

• Ability to produce high quality work under pressure.

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 / Program Assistants on project and administrative tasks.

• 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

Required Competencies

• Project/Task Management
Completes assigned tasks / projects with supervision as needed. Pays attention to detail and ensures good quality products. Takes action to identify and resolve routine and non-routine issues. Is motivated and willing to do whatever is required.
• Client Focus
Acquires awareness of Unit’s key programs and products. Able to describe the World Bank’s mission. Interacts with internal and/or external clients, Washington, and field offices
• Communication
Speaks up, listens, and participates in meetings and dialogues. Shares knowledge and information appropriately across the Department. Delivers accurate information in a timely manner. Handles confidential material with judgement and tact
• Teamwork
Makes strengths known and seeks opportunities to contribute, participates in addressing obstacles to effective teamwork.
• Institutional Knowledge and Functional Expertise
Understands where to go to obtain information regarding institutional policies, procedures, and technology. Uses applications (e.g., Excel, PowerPoint) to deliver and execute routine work.

Applications should be sent in English. All applications must be submitted through the career website.

Applications without a cover letter will not be considered. Cover letter should clearly describe the relevant results the candidate has delivered in prior positions, rather than simply listing responsibilities. All applications will be treated in the strictest confidence. Only short-listed candidates will be contacted. The contract for this position has an initial duration of 3 years (renewable), with a one-year probation period. This is a local hire (paid in local currency).

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.