Background / General description:
The World Bank, Togo Office in Lome is looking for a highly organized, energized and seasoned professional, capable of operating effectively and discreetly in a very demanding fast-paced environment, to serve as the Program Assistant, in the Administrative and Client Support (ACS) Network. Under the direct supervision of the Country Manager, the Program Assistant will provide efficient and high quality analytical, operational and administrative support to the Togo country team and will carry out a range of administrative and operational functions.
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:
- Support the Togo Country Team to deliver their work program, including country and regional strategies, review of board packages, project implementation, database management, information technology, editorial assistance, etc
- Provide administrative support, organize meetings schedules, coordinate calendar of events for the Togo Office
- Attend meetings, with mission teams and other senior staff members, draft minutes and ensure timely clearance and distribution
- Provide assistance in organizing meetings (including conference calls and video conferences), workshops/conferences and external and internal events; including handling related administrative and logistics arrangements, preparing and assembling materials for meetings and events
- Help facilitate the activities of various operation missions, technical committees and working groups etc, by providing secretariat and organizational support
- Establish and maintain an effective network of contacts with internal and external clients at all levels in the World Bank Group, Government, private sector, civil society organizations.
- Handle and respond to a range of extensive and diverse inquiries, prioritizing and making decisions when multiple courses of action are possible, prepare correspondence on a wide range of topics for the Country Manager, route incoming communications to appropriate staff and direct queries appropriate for follow up by other team members
- Provide quality control by monitoring documents for accuracy, ensuring adherence to unit and Bank guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence
- Administer and maintain relevant data and WBDOCs filing systems for the project and related activities including a monitoring and tracking system for aspects of the work program
- Monitor task budget/trust funds for specific work program in SAP on behalf of the team
- Undertake adhoc inquiries in standard and non-standard databases, retrieve, manipulate and present data
- Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application
- Provide back-up to other support staff as needed
Selection Criteria:
- A minimum of college diploma in Secretarial studies or Office Management
- At least 5-7 years of relevant experience in a large international or service or private sector organization
- Proficiency in using advanced functions of standard computer applications and adaptability to use state-of-the-art software
- Knowledge of and ability to execute business processes involving diverse and work procedures related to the processing and production of assigned outputs in a timely manner
- Ability to retrieve reference materials from various sources and pulling the information together in a useable format
- Proficiency in English (verbal and written) and effective time management and organizational skills
- Ability to follow through on team priorities in the absence of the team leader and respond to requests for information. Also ability to adapt to changing business needs by continuous learning/training
- Committed team player with demonstrated interpersonal skills and ability to work effectively in a multi-cultural/disciplinary environment and able to produce high quality work under pressure
- Pass relevant Bank Group tests (i.e. language and computer applications) which will be a requirement during the recruitment process
Required Competencies:
- Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
- Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager's calendar).
- Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application
- Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
- Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
- 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 - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.
- Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.
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