Team Assistant

Description

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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

The IFC Uzbekistan team is looking for a highly organized, energized, and seasoned Team Assistant (B grade), capable of operating effectively and discreetly in a demanding, fast-paced environment, to serve the IFC teams in Tashkent with a range of administrative and client support services.

Roles and Responsibilities

The Team Assistant is expected to provide high-quality administrative support to the Country Manager and assigned teams. Support to the Country Manager is expected to take up to 50% of the Team Assistant’s time and will include the following tasks: 

• Calendar Management: Manage the Country Manager’s calendar, schedule appointments, and coordinate meetings, ensuring efficient time management and prioritization
• Travel Coordination: Arrange domestic and international travel for the Country Manager, including flight bookings, hotel accommodations, visa processing, and transportation arrangements
• Meeting Support: Prepare meeting agendas, coordinate logistics, and compile necessary documents and materials. Attend meetings, take minutes, and follow up on action items as required
• Correspondence and Communication: Draft, review, and edit correspondence, reports, and presentations on behalf of the Country Manager. Handle incoming and outgoing communications, ensuring timely responses and appropriate follow-up
• Information Management: Maintain confidential files, records, and databases. Organize and retrieve information as needed, ensuring accuracy and accessibility
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and government officials. Serve as a point of contact for inquiries and requests
• Office Coordination: Assist in coordinating office operations, including procurement, inventory management, and maintenance of office supplies and equipment
• Special Projects: Support the Country Manager in various special projects, research assignments, and initiatives as required
• Support to assigned teams will include the following tasks:
• Secure travel arrangements for visiting missions, study tour participants from the government and clients’ side, STT/STCs, if required, including air flight booking and ticketing, hotel booking, visa services, and local transportation
• Schedule and follow up on meetings with clients and the government counterparts for the assigned teams
• Provide events support—procurement for all Country Office and project-related events; booking equipment, venues, and catering services; “hand” support (registration of participants, meeting them, etc.) for conferences, seminars, training, and other similar project events; and/or booking WB facilities for meetings and VCs (Video Conferences), if needed
• Procure interpreting and translating services for the Country Office and project teams when needed
• Ensure the submission of files for printing (presentations, slides, hand-outs, etc.) to be prepared for certain events by outsourcing printing company.
• Format and, if necessary, draft various standard project-related operational correspondence
• Handle incoming and outgoing written and verbal communications with clients
• Exercise quality enhancement for projects and documents, ensuring adherence to departmental, VPU, and institutional guidelines
• Draft and edit routine correspondence applying effective proofreading and grammar skills in English, Russian, and Uzbek
• Handle correspondence records and management, send pouches, and ensure mail delivery within Uzbekistan (letters to local organizations/partners and government partners)
• Provide, when necessary, backup support and/or assistance to Program Assistants and Team Assistants to ensure the smooth operation of the office support work
• Perform other duties as required

Selection Criteria

• Bachelor’s degree with a minimum of 2-3 years of work experience in an office assistant role, preferably within an international company or organization
• Fluency in Russian, English, and Uzbek; excellent writing skills in these languages
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Strong written and verbal communication skills, with exceptional attention to detail
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to work independently, take initiative, and anticipate needs
• Strong interpersonal skills and the ability to work effectively with diverse teams and stakeholders
• Flexibility to adapt to changing priorities and work in a fast-paced environment

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29960&site=1