- Job #: req20078
- Organization: World Bank
- Sector: Other
- Grade: ET1
- Term Duration: 1 year 0 months
- Recruitment Type: Local Recruitment
- Location: Bujumbura,Burundi
- Required Language(s): English
- Preferred Language(s): French
- Closing Date: 12/1/2022 (MM/DD/YYYY) at 11:59pm UTC
The World Bank Country Office in Burundi is looking for a highly organized, energized, and experienced person capable of operating effectively and discreetly in a very demanding, fast-paced, and culturally diverse environment to serve as a Team Assistant. The region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The successful candidate will work under the leadership of the Country Manager and the day-to-day supervision of the Operations Officer who provide supervision and guidance to the ACS (Sectorial, 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.
Roles & Responsibility
The Team Assistant’s duties and accountabilities include, but are not limited to, the following:
(i) Operational and administrative support:
Use of desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.Keep abreast of the Organization’s directives and ensure effective processing of all project documents.Draft correspondence (standard letters, minutes of meetings, memos etc.) and provide assistance in editing large documents conforming to the Organization’s standards, using proper grammar, punctuation and style and proofread materials.Maintain up to date unit project files (both paper and electronic documents) and retrieve data from various sources when needed.Prepare folders of documents to be signed, ensure timely clearance, and perform proper distribution, ensuring World Bank classification of documents.Coordinate logistics arrangement (videoconference, WebEx, and audio-conference) for meetings organized by Task Team Leaders (TTL) s/he supports including preparation of folders for meetings, follow up with IT team to make sure that the sites connections are well established before the meetings, draft the minutes when needed, organize any other logistics pertaining to the meetings. Support Teams on portfolio related tasks including monitoring deadlines, and deliverables and report any issue to the Operations Officer.). Execute internal procurement related processes such as admin portal, liaising with the resource management team as the need arises.Undertake ad hoc inquiries requested by CO.
ii) Information Management and Client interaction:
Extensive coordination with other Bank Group units and frequent liaison with the team members located in the different locations.
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 up to date distribution lists, phone/address lists of TTLs/Project Teams s/he is supporting
Interact with the Anchor units and other AFCC2 Country Management Units on issues related to portfolio.1
iii) Time management & Logistic 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., Senior Management visits, conferences, workshops, staff events, negotiations, board presentation and signing, etc.
iv) Other duties: Serve as a back-up to other staff (Program / Team Assistants) on project and administrative tasks when needed.
- • Minimum Bachelor’s degree.
- • At least 2 to 3 years direct relevant office support experience in a large international or multinational or corporate or public service organization.
- • Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.).
- • Mastery of French and English language (verbal and written).
- • Working knowledge of word processing and Microsoft Office suite.
- • Good team player with ability to interact tactfully and effectively with staff at all levels.
- • Willingness to seek assistance from supervisor(s)/colleagues and learn from them.
- • Ability to deal accurately and complete tasks every day according to specific standards.
- • Ability to function effectively in multi-disciplinary teams within a matrix management environment.
- • Ability to proactively follow through on work priorities and respond creatively to client requests.
- • Demonstrated interpersonal skills, initiative, resourcefulness, effective time management, organizational skills and ability to handle confidential information.
As a representative of the World Bank Group, all professional activities are expected to be consistent with our Core Values: personal honesty, integrity, commitment, working together in teams -with openness and trust; empowering others and respecting differences; encouraging risk-taking and responsibility; enjoying our work and our families.
Poverty has no borders. Neither does excellence. This is why we continually search for qualified individuals with diverse backgrounds from around the globe. We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
World Bank Group Core Competencies
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC, including our values and inspiring stories.
Note: The selected candidate will be offered a one-year appointment, renewable for an additional one year, at the discretion of the World Bank Group, and subject to a lifetime maximum ET Appointment of two years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maxim