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Job Title:    Team Assistant (Admin
Diploma Jobs)

Organization: World Bank Group (WBG)

Duty Station: Kampala, Uganda

Reports to: Senior
Executive Assistant

About World Bank:

The World Bank is a vital source of financial and technical
assistance to developing countries around the world. The World Bank provides
low-interest loans, zero to low-interest credits, and grants to developing
countries. These support a wide array of investments in such areas as
education, health, public administration, infrastructure, financial and private
sector development, agriculture, and environmental and natural resource
management. Some of our projects are co-financed with governments, other multilateral
institutions, commercial banks, export credit agencies, and private sector
investors.

Job Summary:  The Team Assistant will work under the
leadership of the Country Manager and day to day supervision of the Senior
Executive Assistant who provides guidance to the ACS (administrative 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.

Key Duties and Responsibilities:  The World
Bank 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 help 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, Country Manager 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.

·                 
Occasionally perform Analytical tasks as may be
requested by the Team Leader.

Qualifications, Skills and Experience: 

·                 
The applicant for the World Bank Group Team
Assistant job placement should preferably hold a Diploma in Secretarial
Studies, Office Management or Business Administration.

·                 
At least three years of 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.

·                 
Committed, dedicated and a 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.

Competencies:

·                 
Technology and systems knowledge –
Demonstrates advanced knowledge and experience working with Microsoft office
applications (Excel, PowerPoint, Word, etc.). 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
can 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; can 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 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

NB: Poverty has no borders, neither does excellence. We
succeed because of our differences and we continuously search for qualified
individuals with diverse backgrounds from around the globe.

How to Apply:  

All suitably qualified and interested candidates who wish to
join the World Bank in the aforementioned capacity are encouraged to send their
applications Online by reviewing details at the web link below and clicking
Apply Now on getting a broader insight of vacancy.

Click
Here

Deadline: 3^rd March 2020

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