Team Assistant

Job #: req24078

Organization: World Bank

Sector: Administration/Office Support

Grade: GB

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Funafuti, Tuvalu

Required Language(s): English, Tuvalu

Preferred Language(s): Closing Date: 9/11/2023 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. Visit www.worldbank.org.

The World Bank’s office in Funafuti has one staff, and is by managed by the Liaison Officer, with support from the sub-regional office in Suva, Fiji and the World bank office in Sydney, Australia.

The World Bank’s active projects in Tuvalu includes a broad range of investments focused on transport infrastructure (in Funafuti as well as in the outer islands), renewable energy, fisheries, aviation, budget support, and education.

The Word Bank office in Tuvalu is seeking a dynamic candidate to join the team. The selected candidate will provide operational support to task teams delivering service to World Bank clients. Specifically: Operational support

•  Provide support for preparation and implementation of World Bank projects and with guidance from the Liaison officer, the Country Manager, the task team leader, or project managers;
•  Provide support to project implementation support missions in Tuvalu. This may including monitoring, editing and formatting correspondences, review of data, preparation of presentations, charts and tables and, where applicable, contributing to aide-memoires, drafting minutes of meetings and maintaining a list of attendees at all meetings;
•  Ensure that the necessary correspondence, relevant mission clearances are obtained and forwarded in a timely manner to the Country Manager for the South Pacific, the task team leader or the Liaison Officer for signature.
•  Upload and manage information in web-based project operations portals (including routine supervision-related requests such as date extensions etc.)
•  Participate in project field missions as per the request of the Liaison Officer or Country Manager for the South Pacific

Time management and logistic planning

•  Maintain a day-to-day calendar of events for the liaison officer including, when visiting, the Country Manager for the South Pacific and task team leaders
•  Arrange working schedule and meeting with counterparts for visiting teams
•  Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate to stakeholders as relevant
•  Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations , launching events etc. Assist in delivery of events and workshops organized by the team
•  Under the supervision of the Liaison Officer, coordinate agendas for visiting missions
•  Coordinate meetings with high officials and external clients
•  Maintain a contact list for the client, all staff and visiting missions

Data and information management

•  Maintain a sector relevant database of contacts for Tuvalu
•  Create and maintain standard distribution lists for each project and cross-verification
•  Maintain up-to-date filing system task team leaders (TTLs) based inside Tuvalu related to correspondences and reports
•  Disseminate in a timely manner the internal and external distribution of correspondences to the concerned parties with the proper electronic filing (WBdocs)
•  Provide timely response to TTLs on projects’ status

Ensure clear communication with clients in compliance with Bank’s guidelines. This is a three (3) year renewable term appointment.

Selection Criteria

•  Minimum requirement of a high school certificate with 2 years of experience or equivalent combination of education and experience
•  Prior work experience in bi- or multi-lateral donor organizations in Tuvalu highly desirable.

Competencies

•  Technology and systems knowledge – Demonstrate 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 in technology
•  Project and task management – Exhibit good organizational, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule
•  Versatility and adaptability – Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change
•  Client Orientation (ACS) – Exhibit good communication skills, positive and professional client service attitude; knows Government and country protocol, is able to understand clients’ needs and respond to them professionally
•  Learning, knowledge sharing and communication – Good English and Tuvalu language skills (verbal and written); 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
•  Drive for Results – Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so
•  Teamwork (Collaboration) and Inclusion – Collaborate closely with the liaison officer, the regional representative and task team leaders on all official matters, as well as with other team members and national project managers, contributes productively to the team’s work and output, demonstrating respect for different points of view
•  Proactively looks for opportunities to enhance relevant functional knowledge and practical experience.
•  Keeps a monitor on national or government events or developments and updates team as and when required
•  Ability to navigate difficult work situations professionally, and discussing with the liaison officer, regional representative or task team leader any matters of concern
•  Versatility and adaptability Demonstrates initiative and motivation in proactively learning new developments in relevant policies, procedures and technology. Able to identify problems and proactively prevent and/or solve them. Actively looks for ways to work smarter and more efficiently. Able to support and actively participate in change activities.
•  Lead and innovate Applies problem solving skills to engage self and others in developing solutions. Considers own behavior in context of WBG’s values and mission and recognizes impact on others. Adapts own work to new approaches/processes.
•  Deliver results for clients Displays understanding of client context and environment and interacts with them tactfully and diplomatically. Understands the department’s priorities and how they relate to those of the organization. Demonstrates an independent sense of urgency and initiative; takes ownership for meeting agreed-upon deadlines for routine issues.
•  Collaborate within teams and across boundaries Seeks opportunities to collaborate within own department and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Involves others and seeks additional perspectives when needed. Considers the impact of work on WBG.
•  Create, apply, and share knowledge Provides guidance and coaching to more inexperienced staff in areas of assigned responsibility or expertise. Shares knowledge and information with others across the work unit or department. Provides feedback on the work of others; recognizes importance of multiple perspectives.
•  Make smart decisions Locates and accesses appropriate sources of information, data and lessons to support decision-making. Demonstrates a basic understanding of risk and risk management concepts. Takes action with a sense of urgency in time-sensitive situations.
•  Representation Acts as an ambassador for the Bank, upholding a good image of the organization to the client through professional work conduct including any occasion where the staff will be required to represent the Bank.
•  Other tasks The team assistant may also be asked to stay after hours to support meetings, organize food caterings, run errands and deliveries for the office, attend/host meetings, process office payments and procure office supplies.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

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.