Team Assistant

Job Posting Organization:
The World Bank Group is a unique global partnership of five institutions established with a mission to create a world free of poverty on a livable planet. Founded in 1944, the organization has grown to include 189 member countries and operates more than 120 offices worldwide. The World Bank is one of the largest sources of funding and knowledge for developing countries, focusing on solving the world’s greatest development challenges through collaboration with public and private sector partners, investment in groundbreaking projects, and the use of data, research, and technology to bring about transformative change globally. The Pacific Island Division, which is part of the World Bank, currently works in nine developing countries in the Pacific region, including Fiji, and has significantly scaled up its program and field presence in recent years to address various challenges faced by these nations.

Job Overview:
The Team Assistant position at the World Bank involves providing comprehensive administrative support to the Country Management Unit (CMU), Task Team Leaders (TTLs), and senior staff members. The role requires a proactive approach to work, often necessitating independent initiative to ensure productivity and effectiveness. The successful candidate will be responsible for drafting routine correspondence and project-related documents, proofreading materials, and incorporating feedback into documents while utilizing shared drives and software capabilities. The position also entails coordinating schedules, monitoring changes, and communicating relevant information to appropriate staff, including external officials. The Team Assistant will be expected to solve non-routine problems, prepare logistical plans for events, and maintain project-related documentation and distribution lists. This role is crucial in ensuring that the administrative functions of the team run smoothly and efficiently, contributing to the overall success of the World Bank's initiatives in the Pacific region.

Duties and Responsibilities:
The duties and responsibilities of the Team Assistant include:

• Providing productive and effective support to the CMU, TTLs, and senior staff, often working independently.
• Drafting routine correspondence and project-related documents, ensuring proper grammar, punctuation, and style.
• Proofreading materials and incorporating agreed comments into documents.
• Utilizing word processing, spreadsheets, and presentation software to produce complex text, reports, figures, and graphs according to World Bank standards.
• Coordinating schedules, monitoring changes, and communicating information to relevant staff and external officials.
• Solving non-routine problems, including responding to requests that require file searches and identifying correct operational procedures.
• Preparing and planning logistics for various events such as conferences and workshops.
• Updating milestones and tracking assigned tasks in the Operational Portal and SAP.
• Monitoring task budgets and trust funds for specific projects. 1
• Assisting with processing consultant contracts and travel arrangements. 1
• Maintaining distribution lists and project/product contact information. 1
• Distributing documents for the team as needed.

Required Qualifications:
The required qualifications for the Team Assistant position include a high school diploma with at least five years of relevant experience or an equivalent combination of education and experience. A university degree is considered an advantage. Candidates must possess excellent knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint. They should be able to quickly become proficient in using advanced functions of World Bank standard computer applications and software. Additionally, candidates should have a good understanding of business processes and procedures, effective time management and organizational skills, and the ability to produce high-quality work under pressure. Demonstrated initiative, resourcefulness, and strong interpersonal skills are essential, as is the ability to work effectively in a multicultural environment. Candidates must also be able to draft routine correspondence and edit materials accurately.

Educational Background:
The educational background required for the Team Assistant position includes a high school diploma as a minimum requirement, with a preference for candidates who hold a university degree. This educational foundation should be complemented by relevant experience in administrative support roles, particularly within international organizations or similar environments.

Experience:
Candidates for the Team Assistant position should have a minimum of five years of experience in administrative support or related fields. This experience should ideally include working in a multicultural environment and supporting senior management or teams in complex organizational settings. Familiarity with the operations of international organizations, particularly in the context of development work, is highly desirable.

Languages:
The mandatory language requirement for this position is English, as it is the primary language of communication within the World Bank. Proficiency in additional languages is considered a plus, particularly languages relevant to the Pacific region, which may enhance communication and collaboration with local stakeholders.

Additional Notes:
The Team Assistant position is a local recruitment role with a term duration of three years, which may be renewable based on performance and organizational needs. The position is full-time, and candidates should be prepared to work in a dynamic and fast-paced environment. The World Bank Group offers a comprehensive benefits package, including a retirement plan, medical, life, and disability insurance, as well as paid leave, including parental leave. The organization is committed to diversity and inclusion, ensuring equal opportunities for all candidates regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.