Location: Manila, Philippines
Deadline: Tuesday, 30 July 2013
Description
Background / General description:
The World Bank Office Manila (WBOM) is seeking to recruit a dynamic, organized and suitably qualified candidate to fill the position of Team Assistant.
Under the supervision of the Sr Executive Assistant, the Sr Resources Management Officer and the HR Business Partner, the selected candidate will provide efficient and high quality general office and administrative support. The position will require coordinating with other teams in the country office, external clients and other stakeholders, and working closely with relevant parties in Washington DC and other World Bank Offices across the world.
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. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
Duties and responsibilities include, but are not limited to:
- Maintain and organize up-to-date files of Resource Management (RM) documents, HR general files and consultant records in compliance with Bank's records and retention schedules;
- Serve as focal person for expatriate staff support services;
- Support the Sr Resource Management Officer and HR Business Partner in the preparation of presentation/workshop materials;
- Assist in the preparation of consultant contracts and consultant coordination; ensure all consultants' CVs are updated every two years in accordance with Bank's requirements;
- Monitor travel clearances for local staff, visiting missions, in coordination with the Security Officer and issue weekly missions schedule;
- Follow up with client agreements, letter of contract, payment & travel documents in a timely manner;
- Draft routine correspondence, including minutes of meetings, and proof-read documents using proper grammar, punctuation & style;
- Act as first in line contact of the team and serves as back-up to other colleagues, including the HR Program Assistant;
- Coordinate events and meetings as requested; and
- Any other duties arising from the business needs of the office.
Selection Criteria:
 A college degree preferred, with a minimum of 5 years of experience in administrative work, preferably with high ranking officials or with international/multinational organization.
 Knowledge of and ability to execute business processes involving diverse and intricate work procedures related to the processing and production of assigned outputs in a timely manner;
 Ability to retrieve reference materials from various sources (e.g. database, or other filing systems, joint library, internet, etc.)
 Excellent interpersonal skills, ability to establish and maintain excellent work relations in a team environment and deal effectively and tactfully with all levels of staff;
 Demonstrated initiative, flexibility and resourcefulness with a drive for efficiency and results;
 Excellent organizational skills and effective time management; ability to prioritize assignment and work effectively under pressure with minimum supervision;
 Ability to follow through on team priorities in the absence of the team leader and respond to requests for information;
 Excellent written and verbal communication skills in English, including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
 Thorough working knowledge of general office procedures, machines and e-mails; and
 Ability to adapt to changing business needs by continuous learning/training.
 Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed
Competencies:
Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.) and Lotus Notes. 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 WBG 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.
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