Team Assistant

Job Posting Organization:
The World Bank Group is a unique global partnership of five institutions established with the 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 leveraging data, research, and technology to bring about transformative change globally. The organization is committed to addressing issues of fragility, isolation, and limited capacity in developing regions, particularly in the Pacific Islands, where it has significantly scaled up its programs and field presence in recent years.

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 the ability to take initiative and work independently. The successful candidate will be responsible for drafting routine correspondence and project-related documents, proofreading materials, and ensuring that all communications adhere to the World Bank's standards of grammar, punctuation, and style. The position also entails coordinating schedules, monitoring changes, and effectively communicating information to relevant stakeholders, both within and outside the organization. The Team Assistant will play a crucial role in logistical planning for various events, such as conferences and workshops, and will be expected to maintain accurate records and track project milestones and budgets. This position is vital for ensuring the smooth operation of the CMU and supporting the overall mission of the World Bank in the Pacific region.

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

• Providing effective support to the CMU, TTLs, and senior staff, often working independently and taking initiative.
• Drafting routine correspondence and project-related documents, proofreading materials for accuracy and adherence to World Bank standards.
• Utilizing word processing, spreadsheets, and presentation software to produce complex documents, reports, and visual aids.
• Coordinating schedules, monitoring changes, and communicating relevant information to appropriate staff members.
• Solving non-routine problems, including responding to requests that require file searches and identifying correct operational procedures.
• Preparing and planning logistics for 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.
• Assisting with the processing of consultant contracts and travel arrangements. 1
• Maintaining distribution lists and project contact information, ensuring timely distribution of documents.

Required Qualifications:
The position requires a high school diploma along with five years of relevant experience or an equivalent combination of education and experience. A university degree is preferred and would be considered an advantage. Candidates must possess excellent knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint. Additionally, the ability to quickly learn and utilize advanced functions of World Bank standard computer applications and software is essential. Candidates should have a strong understanding of business processes and the ability to execute complex work procedures accurately and timely. Effective time management, organizational skills, and the ability to produce high-quality work under pressure are critical. The ideal candidate will demonstrate initiative, resourcefulness, and the ability to work collaboratively in a multicultural environment.

Educational Background:
Candidates for the Team Assistant position should ideally possess a high school diploma, with a preference for those who have completed a university degree. The educational background should be complemented by relevant experience in administrative support roles, particularly within international organizations or similar environments. A strong foundation in office management and administrative procedures is essential for success in this role.

Experience:
The position requires a minimum of five years of relevant experience in administrative support or a related field. Candidates should have a proven track record of working effectively in a fast-paced environment, demonstrating the ability to manage multiple tasks and priorities simultaneously. Experience in international organizations or development agencies is highly desirable, as it provides valuable context for understanding the World Bank's operations and objectives.

Languages:
The mandatory language for this position is English, as it is the primary language of communication within the World Bank. Proficiency in English is essential for drafting correspondence, editing materials, and engaging with diverse stakeholders. While no additional languages are specified as preferred, knowledge of other languages may be beneficial in a multicultural work environment.

Additional Notes:
This position is a local recruitment opportunity with a term duration of three years, which may be renewable based on performance and organizational needs. The role is classified at the GB grade level, indicating a support position within the World Bank's administrative structure. The organization offers a comprehensive benefits package, including a retirement plan, medical, life, and disability insurance, as well as paid leave, including parental leave. The World Bank is committed to being an equal opportunity and inclusive employer, ensuring that all individuals are treated fairly and without discrimination based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.