Team Assistant in PREM Unit
He/She will be based in Jakarta for PEACH project and will assist staffs/consultants who are working in Jakarta and Makassar Office.
Tasks will include:
- Provide direct operational and project support to Team Leader(s).
- Perform tasks which rely upon systems and processes unique to the World Bank, including SAP.
- Events coordination: workshops, conferences.
- Editing and desktop publishing: reviews and briefing notes, proofreading and formatting.
- Maintaining contacts with government, civil society and partners.
- Draft and respond to routine correspondence.
- Provide procurement-related support: maintain filing systems, keep abreast of procurement guidelines, check contracts, and carry out consultant-related processing.
- SAP processing and data reporting.
- Assemble information for drafting and/or updating timetables, budgeting instruments and other related operational reports.
- Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues).
- Assist in monitoring and tracking of task budget/trust funds.
- On occasion, participate in mission field work as required.
- Resolve non-routine issues/problems as they arise, seeking advice to determine the appropriate application.
- Suggest ways to enhance work organization and effectiveness.
- Exercise quality enhancement function for project and other documents by helping to ensure adherence to departmental and institutional guidelines.
- Track assigned task/project steps/timetables, coordinate with team members and provide assistance and/or information on project-related matters.
- Coordinate schedules, taking priorities into account, monitor changes and communicate information to appropriate staff, inside and outside the immediate work unit, including officials outside the World Bank Group.
- Attend meetings, occasionally draft minutes, and ensure timely clearance and distribution.
- Undertake routine inquiries in standard databases, retrieve, and present data.
- Effectively address multiple tasks at once.
- Create and maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
Essential Specialized Skills/Knowledge/Competencies
- Institutional Knowledge and Functional Expertise*
- Demonstrates proficiency with applications (Excel, PowerPoint, Word) for routine work. In addition, proficiency in Bank standard packages are required, including IRIS, SAP, project portal, for example, drafting and/or updating ISR, timetables and retrieving budget data from various Bank databases.
- After a suitable period of time, strengthens understanding of World Bank policies and procedures.
- Completes tasks/projects with supervision as needed.
- Identifies and resolves routine and non-routine issues.
- Demonstrates accuracy, pays attention to detail, ensuring delivery of quality products.
- Shows willingness to do what it takes to get a task completed.
- Effective time management and organizational skills
Project/Task Management
- Undertakes diverse assignments under general guidance of a more senior staff.
- Demonstrates adequate skill in data retrieval and organization.
- Good knowledge and understanding of administrative/operational procedures and ability to assist in applying relevant procedures, processes and systems and anticipating next steps.
- Keeps tasks on track, responding to deadlines and priorities, and keeping staff informed.
Client Focus
- Strengthens awareness of unit/department’s programs and products, and how they fit into the mission of the World Bank Group.
- Responds to client with knowledge of internal and external clients and other stakeholders, and develops good working relationships with internal/external clients.
Communication and Teamwork
- Demonstrates respect, tact, and consideration for all cultures.
- Good inter-personal skills, commitment to work in a team-oriented, multi-cultural environment and as an integral part of the team’s work and program.
- Good English language skills (verbal and written), including ability to draft standard correspondence, edit and format using proper grammar, punctuation and style.
- Works proactively, addresses team obstacles and seeks to contribute.
REPORTING
The Team Assistant will be supervised by report to the PEACH coordinator under the overall guidance of the manager of Public Finance and Regional Development team.
The qualifications for this position are as follows:
- Bachelor’s degree or College level of education with minimum of 3 years relevant work experience.
- Successful completion of World Bank’s English grammar and standard Microsoft Office application tests.
- Applied knowledge of the World Bank’s organization, relevant business practice and procedures, including records management and filing procedures.
- Working experience in Multi-National organizations or companies with different cultural background will be an advantage.
- Proficiency in using advanced function of World Bank standard computer applications and adaptability to use state of the art software.
- Ability to retrieve reference materials from various sources (e.g. databases, IRIS, or other filing systems)
- Effective time management and organizational skills
- Demonstrated initiative and resourcefulness.
- Committed team play with demonstrated inter-personal skills and ability to work effectively in a multi-cultural environment.
- Proficient English skills (verbal and written) including ability to draft routine correspondences; respond to requests; emails; etc.
- Strong client responsiveness or service orientation and possess high level of initiative.
- Strong interpersonal skills and commitment to work in a team-oriented.
- Willingness to work overtime when required.
- Good knowledge of and some experience in specialized administrative/operational support functions (e.g., database management, knowledge management, task management, major event/course planning, etc.).
- Good organizational skills and ability to prioritize and deliver assignments in a timely manner often under time pressures.
- Ability to adapt to changing business needs by continuous learning/training, including self-guided learning.
- Willingness to travel to PEACH locations as required.
Closing Date: 23-Jun-2009