The successful candidate will work under the
leadership of the Country Director, Country Manager and/or the Operations
Manager; and the day to day supervision of the relevant Senior Executive
Assistant (and the respective Cluster/Sector/Program Leader(s) for the Kenya
team) who provide supervision and guidance to the ACS (Administrative Client
Support) staff. The 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.
Duties and accountabilities: –
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;
Schedule and organize meetings, missions, and other
events;
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.
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.
Time management & Logistics planning
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
Assistants on project and administrative tasks.
Selection Criteria
Among other criteria, the successful candidate should be holding:
Preferably a Diploma in Secretarial Studies or Office
Management or Business Administration
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 multi-cultural
environment;
Proficient 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.
Required 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 office applications (MS Outlook,
MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. 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 official unit’s language(s). Able to write clearly, edit and
proofread draft communications. Able 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