Job: Team Assistant

Location: Sao Paulo, Brazil 
Deadline: Sunday, 20 October 2013 

Description

Background / General description

The International Finance Corporation (IFC), the private sector arm of the World Bank Group is a global investor and advisor committed to promoting projects in its developing member countries that are economically beneficial, financially and commercially sound, and environmentally and socially sustainable. IFC finances private sector investments, mobilizes capital in the international financial markets, helps clients improve social and environmental sustainability, and provides technical assistance and advice to governments and businesses in the developing world. The IFC Sao Paulo office is seeking to recruit a Team Assistant (TA) who will be able to provide high-quality secretarial and administrative support to members of the teams. The selected candidate will be office based in Sao Paulo. The TA initially will work under close supervision and guidance but will work extensively with IFC staff at both Headquarters and in the Country Offices, as well as with external counterparts. Position is a local hire, based in São Paulo, Brazil, for an initial period of three years. 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

Ability to incorporate agreed comments into documents, making full use of shared drives and software capabilities.

• Use of word processing skills to produce texts, reports, figures, graphs, etc under the guidance of team members.
• Supporting of team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English.
• Coordination of schedules monitoring changes, and communicating the information to appropriate staff, inside and outside the office, including officials or clients outside the Bank Group.
• Assist in the planning of frequent travel with the staff members including leasing with hotels, travel agencies and other vendors
• Assisting in preparation and logistical planning for various regional events, e.g. conferences, visits of VPs, directors, etc including coordination of complex regional missions involving scheduling of meetings and preparation of travel and meetings briefs
• Coordinate and plan travel missions for local staff including making hotel and flight bookings, scheduling of meetings and preparation of itineraries/agendas
• Good understanding to where to go to obtain information regarding institutional policies, procedures, and technology.
• Ability to share knowledge and information appropriately across the departments delivering accurate information in a timely manner.
• In conjunction with and under guidance from staff in a specific discipline monitor specific activities within teams.
• Tracking of assigned task/project steps/timetables, coordinating with relevant staff and providing assistance and/or information on project-related matters.
• Ability to solve non routine problems.
• Maintenance of up-to-date files of supported teams (both paper and electronic).
• Maintain client databases for local staff
• Handling multiple tasks distributing time effectively among them.
• Effective management of time, organizational and inter-personal skills
• Good judgment in handling confidential and sensitive information.
• Adapting to changing business needs by continuous learning/training.
• Lead where relevant and assist where appropriate with daily administrative tasks to support the smooth running of the office
• Draft, edit, proofread and finalize reports, documents, correspondences, presentation etc in MS office while ensuring compliance with IFC style and standard format.
• Back-up of administrative team colleagues when necessary.

Selection Criteria

• Secretarial diploma or Bachelor degree and relevant work experience.
• Mandatory: Excellent Portuguese language skills (written and spoken).
• Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
• Spanish knowledge would be a plus.
• Excellent computer skills, particularly Lotus Notes e-mail, Microsoft Office (Word, Excel, Power Point) and Internet applications.
• Experience in retrieving and gathering information from various sources and pulling them together in a useable format.
• Ability to handle multiple tasks simultaneously and distribute time effectively among tasks assigned by different supervisors.
• Effective time management and organizational skills.
• Demonstrated initiative and resourcefulness.
• Committed team player with demonstrated inter-personal skills and ability to work effectively in a multicultural environment involving different departments.
• Ability to exercise good judgment in handling confidential and sensitive information.
• Ability to adapt to changing business needs by continuous learning/training.
• Ability to learn quickly and produce high-quality work under pressure while maintaining a positive attitude

As a representative of the World Bank Group, all professional activities are expected to be consistent with our Core Values: personal honesty, integrity, commitment, working together in teams with openness and trust; empowering others and respecting differences; encouraging risk-taking and responsibility; enjoying our work and our families. Applications should be sent in English. All applications must be submitted through this website. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. Applications without a cover letter will not be considered. Cover letter should clearly describe the relevant results the candidate has delivered in prior positions, rather than simply listing responsibilities. All applications will be treated in the strictest confidence.

Only short-listed candidates will be contacted. The contract for this position has an initial duration of 3 years (renewable), with a one-year probation period and subject to be renewed. This is local hire (paid in local currency). The appointee will be stationed in in São Paulo, Brazil. 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 3 year term appointment.

More Info and Application