Summary of Major Job Accountabilities
In addition to performing the tasks outlined for a Level “B” TA, incumbents will also:
- Provide direct operational support to Team Leaders consistent with the TA role
- Provide Procurement-related support: Assist TTL on finalizing responses to project office, maintain filing systems, keep abreast of procurement guidelines, preparing F384.
- Support Correspondence and communication: Draft and respond to routine correspondence; keep track of communications and necessary follow up.
- Assisting TTL in hiring consultant process, e.g. processing in e-consult, requesting UPI number, fee assessment request, preparing consultant request forms, filing, etc.
- Perform tasks which rely upon systems and processes unique to the World Bank, including SAP, IRIS, project portal.
- Maintain familiarity of Infrastructure Unit projects and AAA works and assist with the tasks that most directly support them and provide facilitation support for TLs to get a project going and keep it on track, e.g., Bank lending processes, PCN, QER, ISR, ICR, etc.
- Serve as an information resource on status of project/products, e.g. project dates, budget, procurement, disbursement, audit, TF issues) and draft a variety of standard project-related correspondence.
- Prepare Travel Arrangements, i.e. TR, flight and accommodation arrangement.
- Process SOE: review, payment processing, etc.
- Logistic support to Missions, in term of reserving accommodation, travels and coordinating schedules, monitor changes and communicate information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group
- Assist international staff in visa related issues
- Coordinate events: meetings, workshops, conferences
- Arrange Video/Audio Conferences
- Editorial Assistance such as editing format, proofreading document and exercise quality enhancement function for documents by helping to ensure adherence to departmental, VPU and institutional guidelines, e.g., become familiar with these guidelines.
- Prepares short translation and keeps track of communications.
- For Trust fund transactions: assist with the processing of consultants by ensuring necessary documentation is provided to transactions processor (PA); support in monitoring TF budgets
- For Contact management: support TLs in maintaining contacts with government, civil society and partners and also maintain current distribution lists, phone/address lists.
- Resolve non-routine issues/problems as they arise, seeking advice to determine the appropriate application.
- Suggest ways to enhance work organization and effectiveness.
- Undertake routine inquiries in standard databases, retrieve, and present data.
- Effectively address multiple tasks at once
- Attend meetings, occasionally draft minutes and ensure timely clearance and distribution
- Work implies frequent interaction with the following:
- Internal Contacts:
- Other VP Units, IFC and MIGA
- Other institutional units such as, but not limited to, CTR, FIN, GEF, RMC, TRE, etc.
- Staff in all locations, locally and internationally
- Units providing cross-support
External Contacts:
- Government Officials
- Consultants
- External Organization
Essential Specialized Skills/Knowledge/Competencies
Specialized Knowledge/Skills/Competencies
- Successful completion of Bank English grammar and keyboard test, and standard computer application tests.
- Strong English language skills (verbal and written), including ability to draft standard correspondence and edit basic materials using proper grammar, punctuation and style.
- Good computer skills and knowledge, for example, to assist in formatting the report, to prepare the presentation, to retrieving various data. In additional to that, proficiency in Bank standard packages including IRIS, SAP, project portal, for example, drafting and/or updating ISR, timetables and retrieving budget data from various Bank databases.
- Good knowledge and understanding of Bank Group administrative/operational procedures and ability to assist in applying relevant procedures, processes and systems and anticipating next steps.
- Strong inter-personal skills and commitment to work in a team-oriented, multi-cultural environment and as an integral part of the team’s work and program.
- Strong client responsiveness/service orientation and Knowledge of internal and external clients and other stakeholders.
- Ability to analyze and apply practical problem-solving skills and resourcefulness in performing tasks and adapt to changing business needs by continuous learning/training, including self-guided learning.
- Good organizational skills and ability to manage several tasks at once and prioritize and deliver assignments in a timely manner often under time pressures.
- Initiative in suggesting practical approaches that improve office support work and effectiveness of unit/team.
- Knowledge of the team/sector’s program, and awareness of the unit’s strategy and activities in the rest of WBOJ, e.g., basic familiarity of the CAS.
- Ability to retrieve, gather and obtain information from various sources (Internet, etc.) and pull them together in a usable format.
- Ability to make sound and rational decisions in a consensual manner, understanding of boundaries of responsibility for decision making and discernment to know when to seek guidance.
1. Minimum a college-level of education or university degree;
2. Have minimum of 3 years working experience, preferably in international organization;
3. Successful completion of World Bank’s English grammar and standard Microsoft Office application tests;
4. Strong client responsiveness or service orientation and possess high level of initiative;
5. Willingness to work overtime when required;
6. Proficiency in using advanced functions of standard computer packages;
7. 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.);
8. Good organizational skills and ability to prioritize and deliver assignments in a timely manner often under time pressures;
9. Strong interpersonal skills and commitment to work in a team-oriented, multi-cultural environment; and
10. Ability to adapt to changing business needs by continuous learning/training, including self-guided learning.
Closing Date : 20-Sep-2009
Location : Aceh, Indonesia