Team Assistant

Job #: req24111

Organization: World Bank

Sector: Administration/Office Support

Grade: GB

Term Duration: 2 years 0 months

Recruitment Type: Local Recruitment

Location: Dili,Timor-Leste

Required Language(s): English

Preferred Language(s): Closing Date: 9/15/2023 (MM/DD/YYYY) at 11:59pm UTC

Description

Do you want to build a career that is truly worthwhile? 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. For more information, visit www.worldbank.org

As one of the premier global development organizations, the World Bank has a critical role in assisting countries to reach their development goals. Owned by 188 member countries, the World Bank’s mission is to fight poverty with passion and professionalism for lasting results. Located in over 130 country offices and its Washington, DC headquarters, the Bank has more than 10,000 employees worldwide. To respond to fast changing and increasingly diversified needs of its clients, the Bank needs to attract, develop, deploy, and retain a world-class group of diverse and talented employees.

Timor-Leste is part of the East Asia and Pacific Regional Vice Presidency (EAP). The World Bank’s activities in Timor-Leste, as in all other countries, are guided by its twin goals to, by 2030:

•  End extreme poverty by decreasing the percentage of people living on less than $1.90 a day to no more than 3%
•  Promote shared prosperity by fostering the income growth of the bottom 40% for every country

The World Bank’s Timor-Leste country office manages a growing portfolio that includes lending, advisory and analytical activities to support Government’s programs. The World Bank Group’s Country Partnership Framework for the period FY2020-2024 covers three focus areas: (i) strengthen the foundation for private sector-led growth and economic stability; (ii) invest in human capital, service delivery and promote gender equality; and (iii) raise productivity through investments in connective infrastructure; and a cross-cutting theme on governance, focusing on strengthening institutional and implementation capacity in government. Consistent with these focus areas and cross-cutting theme, the World Bank has investment operations in roads, agriculture, water and sanitation, and education. The World Bank also has a sizeable analytical and technical assistance work program in Timor-Leste, covering different areas of policy engagement, including Improving the Quality of Education, the Timor-Leste Economic Report, Timor-Leste Public Expenditure Review: Education and Health, Timor-Leste Country Economic Memorandum (CEM 2.0). These strategic priorities are aligned with Timor-Leste national development priorities articulated in the Strategic Development Plan (SDP).

Roles & Responsibility:

The World Bank is seeking to recruit a highly motivated and experienced professionals to fill the position of Team Assistant in the Dili office. This is a two-year Term position. The Team Assistant, while reporting to the Resident Representative, will provide administrative support to selected Bank’s operational teams and liaise with different agencies of government and development partners. The responsibilities of the Team Assistant include the following:

•  Support the World Bank’s Timor-Leste Country Team to deliver the work program, including Country and Regional strategies, review of Board packages, project implementation, database management, information technology, editorial assistance, etc.
•  Provide administrative support, schedule and organize meetings, handle logistics, prepare and organize materials for meetings, workshops and conferences, manage calendar of events;
•  Attend meetings, with mission teams and other senior staff members, draft minutes and ensure timely clearance and distribution;
•  Help manage logistics and facilitate activities of various Bank operation missions, and provide secretariat and organization support to technical committees and working groups;
•  Establish and maintain an effective network of contacts with internal clients at all levels within the World Bank Group, and external clients in Government, development partner agencies, private sector, civil society organizations;
•  Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team;
•  Handle and respond to a range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible, prepare correspondence on a wide range of topics for the Resident Representative, route incoming communications to appropriate staff and direct queries for follow up by other team members;
•  Provide quality control by reviewing documents for accuracy, ensuring adherence to unit and Bank guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence;
•  Manage vendor accounts and relationship with vendors, including raising purchase orders and processing invoices for payments;
•  Prepare consultants request, monitor service agreements, process and make the necessary follow –up with the Resource Management team for payments.
•  Administer and maintain relevant data and filling systems for the projects and other operational activities;
•  Managing SAP-related transactions in a timely manner, including travel requests, expense statements, task budgets, purchase orders, and other standard SAP transaction on behalf of the team;
•  Respond to routine inquiries by searching databases to retrieve, analyze and present data;
•  Identify and resolves diverse operational issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate action;
•  Provide procurement-related support: respond to routine No Objection Letters (NOLs), maintain filing systems, keep abreast of procurement guidelines, check contracts, and carry out consultant-related processing;
•  Assists team or work unit to draft and translate a variety of documents, applying effective proofreading and grammar skills in English and other languages; and
•  Carry out any other assignments as required.

Selection Criteria

•  Minimum Education: Bachelor’s degree or Diploma with a minimum of 2 years of experience, or equivalent combination of education and experience.
•  Fluency in spoken and written English, Tetum, and Portuguese is an advantage.
•  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 as technology.
•  Writing Skills – Ability to write and format business letters and short reports with complex text, figures, graphs, etc.
•  Project and task management – Exhibits good organizational, problem-solving skills and ability to work competent with minimal supervision. Demonstrates 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. Demonstrates motivation to avail and adapt oneself to effecting change.
•  Client Orientation – Exhibits positive and professional client service attitude; can understand clients’ needs and respond to 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 communication. 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.
•  Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.) as required.
•  Passing score on language-specific speaking and writing tests, demonstrating a substantial level of fluency and ease of speech.

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.