Team assistant

Job #: req23505

Organization: World Bank

Sector: Administration/Office Support

Grade: GB

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Port-au-Prince,Haiti

Required Language(s): English, French. Creole

Preferred Language(s): Closing Date: 7/31/2023 (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. For more information, visit www.worldbank.org

Regional Context The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, deep inequalities persist in most LCR countries, with nearly a quarter of the Region’s people living in poverty. The Bank’s strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime and violence, or other. During the ongoing COVID-19 crisis, LCR’s strategy is being adjusted to help counties respond to unprecedented health and economic crisis by saving lives; protecting poor and vulnerable people; ensuring sustainable business growth and job creation; and strengthening policies, institutions, and investments. The Bank will support countries in pursuing a green, inclusive, and resilient recovery.

CMU and Country Office Context The Caribbean Country Management Unit (LC3 CMU) covers 19 countries, with a total population of about 18 million people, ranging from Sint Maarten (40,000) to Haiti (11 million). The CMU and key staff, including the Country Director and Operations Manager, are based in Kingston, Jamaica. Additionally, the CMU has a Country Office (headed by a Country Manager) in Port-au-Prince, Haiti, and a Country Office (headed by a Resident Representative) in Guyana. A Caribbean CMU anchor unit represents the CMU in Washington, D.C., and supports the overall work program.

In collaboration with Global Practice Groups, the LC3 CMU supports the development priorities of Caribbean countries through financing (IDA, IBRD, trust fund) and knowledge services, and also provides reimbursable advisory services in Overseas Countries and Territories. The active program includes a portfolio of 72 projects with commitments of $2.6bn in IBRD, IDA, and recipient-executed trust fund financing and 49 advisory services and analytics (ASA) products.

The World Bank Haiti Country Office (LCCHT) is a medium-sized office with about 39 staff. LCCHT is part of the Caribbean Country Management Unit (LC3 CMU), and is responsible for overseeing the World Bank’s program in Haiti which, with an active portfolio of $1.3bn in IDA, represents approximately half of the Caribbean Program. LCCHT’s responsibilities include country strategy formulation and implementation, portfolio management, policy dialogue, and country relations. The unit’s goals are to ensure that: (i) the Bank’s program is carried out in a client–responsive manner which is relevant to the development challenges facing Haiti, (ii) the program can be realistically carried out within the unit’s budget parameters while meeting the Bank’s quality standards; and (iii) this program generates the intended development impact. The Haiti Country unit works closely with sector teams in the Bank’s Global Practices to ensure a successful delivery of the Haiti work program.

LCCHT is searching for a team Assistant to provide high quality administrative support to the Haiti Country Office particularly in supporting the CMU activities in managing the country program implementation as well as other tasks detailed in this TOR. The Team Assistant reports directly to the Country officer.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment.

Duties and Accountabilities The Team Assistant is an integral part of the Haiti Country Office Administrative and Client Support (ACS) team. (S)He will have the responsibility to provide administrative and client support to operational staff; The incumbent’s duties include, but are not limited to: Operational and administrative support

•  Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
•  Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
•  Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
•  Draft routine correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials; Draft minutes of meetings and provide assistance in editing large documents.
•  Maintain up-to-date project files and retrieve data from various sources and compile these for use by the Country Manager and/or the Country Management Unit (CMU) as needed.

Information Management and Client interaction

•  Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
•  Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
•  Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.
•  Track and report on appropriate aspects of the Team’s operational activities.

Time management & Logistic planning

•  Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
•  Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
•  Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.

Other duties Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks. Occasionally perform Analytical tasks as may be requested by the Team Leader.

Selection Criteria

– At least the level of high school diploma in administration, secretariat, business administration with 3 years of experience, preferable in a similar position or equivalent combination of education and experience.

– Demonstrate strong interpersonal skills and commitment to work in a team – oriented, in a multi-disciplinary environment and ability to interact tactfully and effectively with staff at all levels.

– Sound organizational skills and ability to prioritize and deliver assignments as required and ability to work under pressure and to meet tight deadlines.

– Demonstrated organizational skills, resourcefulness, effective time management and ability to handle confidential information.

– Ability to pass relevant Bank Group tests as required.

– Excellent verbal and written communication skills in French and English.Work experience in development organization would be an advantage.

– Ability to draft routine correspondence (memoranda, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation, and style.

– Demonstrated ability to manage tasks quickly/prioritize work effectively with minimal supervision, applying creative and practical problem-solving skills; must be detail-oriented and pro-active.

– Team player with a high degree of motivation, initiative, reliability, and willingness to help others to meet the unit’s work objectives.

– Contributes to a positive work environment through a collegial, “can do” communication style and by showing initiative to contribute to unit and team activities.

– Basic knowledge of office equipment.

– Organizational skills with the ability to work effectively under pressure, handling concurrent activities simultaneously to meet deadlines. Resourceful and proactive.

Competencies

•  Technology and systems knowledge – Able to conduct routine work using basic software applications (Microsoft Office, Outlook) and appropriate technology and/or data base management systems.
•  Project and task management – Demonstrates attention to details. Able to organize own work and complete assigned tasks according to directions within agreed timeline; seeks guidance in organizing non – routine tasks.
•  Institutional policies, processes, and procedures – Displays basic awareness of WB structure and relevant people within the assigned area of responsibility. Demonstrates basic understanding of policies and procedures and has ability to apply them in routine situations.
•  Flexibility and adaptability – Demonstrates ability and willingness to learn.
•  Client Orientation – Demonstrates positive client service attitude, is able to develop good working relationships with internal/external clients.
•  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 – Demonstrates tact and judgment, good listening, and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.
•  Business Judgment and Analytical Decision Making – Demonstrates basic skills in information retrieval and organization, seeks guidance in complex situations.
•  Office Administration – Exhibits good understanding of unit’s portfolio and takes this into account when organizing, prioritizing, coordinating and monitor the unit’s work activities. Ensures that his/her work program is properly carried out and delivered in a timely and collaborative manner.

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.