Team Assistant , Addis Ababa, Ethiopia

The World Bank, Ethiopia Country  Office, requires the services of highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as Team Assistant.

The successful candidate will work under the supervision of the Executive Assistant and will provide Administrative and client support to the Operational Staff. The job implies frequent interaction with other Units, IFC, MIGA and other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations.

Duties and Accountabilities

Keeping abreast of the Organization’s directives on and ensuring effective processing of all project documents.

•Using desktop processing skills to produce complex texts, reports, figures, graphs, etc., according to Bank format and distribution.

•Collecting and inputting data provided by Task Team Leaders into the central database, including processing new project status reports.

•Tracking and reporting on appropriate aspects of the Team’s operational activities.

•Drafting standard letters, memos, faxes, etc. conforming to the Organization’s regional standards, using proper grammar, punctuation and style.

• Drafting minutes of meetings.

• Performing Analytical tasks as may be requested by the Team Leader from time to time.

• Providing assistance in editing large documents.

• Maintaining up-to-date divisional project files (both paper and electronic).

• Answering internal and external queries on the assigned portfolio or, as necessary, taking accurate and comprehensive telephone messages, and routing them to appropriate persons to handle.  

• Assisting in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.

• Maintaining current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.

• Serving as a back-up to other staff and Task Team Assistants on project and administrative tasks.

Selection Criteria

Excellent command of written and spoken English
•Excellent interpersonal and communication skills, and ability to interact tactfully with people of all levels.
•Demonstrable team spirit and strong desire to actively contribute to a team’s objectives.
•Willingness to extend his/her working hours to meet deadlines and at short notice.
•Ability to function effectively in multi-disciplinary teams within a matrix management environment.
•Ability to work independently and produce excellent results under pressure.
•Excellent word and data processing skills (Word, Excel, Lotus Notes, etc.)
•Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.).
•Minimum of two years cognate experience.
•First Degree or equivalent obtained from recognized tertiary institution. 

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 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 inquires.

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