Established in 1944, the WBG is one of the world’s largest
sources of funding and knowledge for development solutions. In fiscal year
2018, the WBG committed $67 billion in loans, grants, equity investments and
guarantees to its members and private businesses, of which $24 billion was
concessional finance to its poorest members. It is governed by 188-member
countries and delivers services out of 120 offices with nearly 15,000 staff
located globally.
Job Description:
The World Bank Country Office in Kenya is seeking a highly
organized and energized professional, capable of operating effectively and
discreetly in a very demanding, fast-paced and culturally diverse environment,
to work as a Team Assistant based in Nairobi, Kenya.
The successful candidate will work under the leadership of
the Country Director and the day to day supervision of the Senior Executive
Assistant and Program Leader who provide supervision and guidance to the ACS
(Administrative and Client Support) staff. Selected candidate 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.
Responsibilities:
The Team Assistant’s duties and accountabilities include,
but are not limited to, the following:
Operational and administrative support
·
Use
desktop processing skills to produce complex texts, reports, presentations,
charts, figures, graphs, etc., according to World Bank format and distribution.
·
Collect
and input data provided by Task Team Leaders (TTLs) into the central database,
including processing new project status reports.
·
Keep
abreast of the Organization’s directives and ensure effective processing of all
project documents.
·
Draft
correspondence (standard letters, memos, faxes, etc.) conforming to the
Organization’s regional standards, using proper grammar, punctuation and style
and proofread materials;
·
Draft
minutes of meetings and provide assistance in editing large documents.
·
Maintain
up-to-date unit project files (both paper and electronic) and retrieve data
from various sources and compile these for use by the TTLs. Program Leader,
Country Director and/or the Country Management Unit (CMU).
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.
·
Coordinate
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
Time management & Logistics
planning:
·
Coordinate
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 backup to other staff and Task Team Assistants on project and
administrative tasks.
·
Occasionally
perform Analytical tasks as may be requested by the Team Leader
Qualifications:
Among other criteria, the successful candidate should be
holding:
·
Preferably
a Diploma in Secretarial Studies or Office Management or Business Administration
·
A
minimum of Three (3) years relevant work experience in a large International or
Service or Private Sector Organization;
·
Proficiency
in using advanced functions on Bank standard computer applications (Windows
applications: Word, Excel, and PowerPoint);
·
Knowledge
of and ability to execute diverse work procedures related to the timely
processing and production of assigned outputs and supporting administrative
activities;
·
Applied
knowledge of Bank’s organization, procedures and practices, including Bank
records management and filing procedures;
·
Thorough
knowledge of work procedures in assigned work unit;
·
Demonstrated
use of initiative and ability to make appropriate linkages in work requirements
and anticipate next steps; and to follow through on team priorities in the
absence of the team leader and respond to requests for information;
·
Ability
to pass relevant Bank tests (e.g. English language, computer applications, etc.)
as required;
·
Committed,
dedicated and team player with ability to deal tactfully and effectively with
staff and clients in a multicultural environment;
·
Proficient
French / English skills (verbal and written), including ability to draft
routine correspondence and edit materials using proper grammar, punctuation and
style;
·
Effective
time management and organizational skills;
·
Ability
to produce high-quality work under pressure.
Competencies:
In addition to the above selection criteria, the following
competencies are expected of the successful candidate:
Technology and Systems Knowledge:
Demonstrates advanced knowledge and experience working
with Microsoft office applications (Excel, Outlook, PowerPoint, Word, etc.) and
smartphones. Has ability and willingness to maintain up-to-date knowledge and
skills as technology.
Project and Task Management:
Exhibits good organizational, problem-solving skills and
ability to work competently with minimal supervision. Demonstrates attention to
detail and quality. Has ability to manage multiple tasks and complete tasks
within agreed schedule.
Institutional Policies Processes, and
Procedures:
Demonstrates knowledge of own department’s programs and
products, knows key players, understands own role. Displays understanding of WB
policies and procedures relevant to the area of assigned responsibilities and
is able to apply/ implement them.
Versatility and Adaptability:
Demonstrates flexibility and is receptive to the
implementation of new solutions. Is willing to stretch own capability.
Demonstrates motivation to avail and adapt oneself to effecting change.
Client Orientation:
Exhibits positive and professional client service
attitude; is able to understand clients’ needs and complete them professionally.
Drive for Results:
Takes personal ownership and accountability to meet
deadlines and achieve agreed-upon results and has the personal organization to
do so.
Teamwork (Collaboration) and
Inclusion:
Collaborates with other team members and contributes
productively to the team’s work and output, demonstrating respect for different
points of view.
Knowledge, Learning and Communication:
Has good knowledge of the unit’s language(s). Able to
write clearly, edit and proofread draft communications. Able to learn and share
knowledge/information across the unit.
Business Judgment and Analytical
Decision Making:
Able to manage information and support retention and
disposition of information and records. Can search, report and deliver basic
information from various sources and independently respond to basic inquiries.
How To Apply:
The
World Bank Group values diversity and encourages all qualified candidates who
are nationals of World Bank Group member countries to apply, regardless of
gender, gender identity, religion, race, ethnicity, sexual orientation, or
disability. Sub-Saharan African nationals, Caribbean nationals, and
female candidates are strongly encouraged to apply.