Team Assistant

World Bank Group

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Description

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IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2023, IFC committed a record US$43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises.
IFC Colombo office is seeking to recruit a Team Assistant to assist in the country activities of the IFC. Team Assistant (TA) carries out a full range of office support work, including supporting processes and monitoring schedules related to their team’s/unit’s products and tasks. TA coordinates extensively with service units and liaises frequently with team members both at headquarters and in the field, as well as external counterparts. TA may also be assigned responsibility for some aspect of the unit’s administrative functions. 
Responsibilities include (but not limited to): 
  • Providing full logistical and secretarial support to business related activities, including:
  • Arranging travel schedule.
  • Organizing meetings/events/workshops.
  • Supporting office-wide activities and senior management visits.
  • Coordinating schedules taking priorities into account, monitoring, and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders,
  • Maintaining up-to-date work unit project and other files (both paper and electronic) and
  • Translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and local language.; and assisting in preparation of various presentation materials in power point.
  • Providing primary assistance in the implementation of the unit’s work program, including some specialized support in a specific area(s), e.g. task management, database management, editorial assistance, procurement, etc.
  • Assisting staff in managing stakeholder relationships, which includes both internal and external IFC clients, 
  • Understanding of IFC guidelines and procedures for project cycles; serving as information resource on status of projects. Ensuring effective filing of a variety of documents and correspondence, including primary project information, appropriate clearances, uploading and downloading documents in iDesk/ASOP etc.
  • Serving as an information resource on status of project/products (e.g., procurement, contract management, portfolio monitoring & reporting) and drafting a variety of correspondence.
  • Undertaking ad hoc inquiries in standard and non-standard databases. Retrieving, maintaining, and presenting data.
  • Attending meetings and participating in field work and other program activities as may be required by the Manager/Transaction Leaders.
  • Suggesting ways to enhance work organization and effectiveness.
  • Attending meetings, drafting minutes, and ensuring timely clearance and distribution.
  • Working closely with other Administrative Client Support (ACS) staff in the office and providing back-up support to other Team and Program assistants as and when required.
  • Proactively sharing knowledge and information, promoting cooperation within ACS community, and suggesting ways of enhancing efficiency.
Selection Criteria:
The successful candidate must demonstrate the following competencies:
  • Bachelor’s degree with at least 3 years of relevant office administration experience, preferably with international development organizations.
  • Ability to work with a wide range of stakeholders including clients in the government, private sector and civil society, development partners and Bank staff.
  • In-depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. 
  • Excellent written and verbal communication skills in English with ability to ability to draft a variety of correspondence and edit materials independently.   
  • Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed and flexibility to work overtime during peak periods. 
  • Excellent time management and organizational skills. Ability to demonstrate good judgment, tact, and high level of discretion in dealing with confidential and sensitive matters.
  • Outstanding interpersonal skills and sound judgment to effectively deal with staff at all levels.
Other Selection Criteria:
  • Technology and systems knowledge – Demonstrates 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 and workflow change.
  • Project and task management – Demonstrates good organizational skills, and ability to work capably with minimal supervision in a fast-paced and deadline-oriented environment; can identify and resolve routine and non-routine issues. Able to stay organized, calm, and constructive in stressful situations. Able to select task and project delivery process and schedule, can manage multiple tasks within tight deadlines; demonstrates willingness to do what it takes to get a task completed within the agreed schedule. Demonstrates orientation to detail and quality; able to independently conduct quality control of own work (review for accuracy, fulfillment of relevant requirements, etc.)
  • Institutional policies, processes, and procedures – Demonstrates knowledge of own unit/department’s programs and products, and how they fit into the mission of the IFC; knows key players, understands own role and value added to the team and to the organization. Displays good understanding of IFC policies and procedures relevant to the area of assigned responsibilities and is able to apply and implement them with minimal supervision.
  • Versatility and adaptability – Demonstrates flexibility and is receptive to the implementation of new solutions. Demonstrates willingness to avail and adapt oneself to effecting change. Demonstrates willingness to undertake tasks that stretch his or her capability.
  • Lead and Innovate – Proactively identifies problems or obstacles in area of assigned responsibility. Considers own behavior in context of WBG’s values and mission. Understands and displays flexibility to adapt to department needs.
  • Deliver Results for Clients – Displays a positive and professional service-orientation in client interactions. Demonstrates understanding of department’s key programs and/or products and how they are related to the larger organization. Prioritizes requests and/or tasks according to priority and highest impact for clients.
  • Collaborate Within Teams and Across Boundaries – Actively collaborates with others in own team and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Includes others in own work and thinking. Considers the impact of work on WBG.
  • Create, Apply and Share Knowledge – Demonstrates initiative in building and growing own skills. Understands own knowledge and learning gaps. Takes feedback constructively and provides feedback on the work of others.
  • Make Smart Decisions – Thinks through problems and articulates the appropriate course of action. Acts once decisions are made.

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