Team Assistant

Do you want to build a career that is truly worthwhile? The World Bank Group is a unique global partnership of five institutions driven by a bold vision to create a world free of poverty on a livable planet. As one of the largest sources of funding and knowledge for developing countries, we help solve the world’s greatest development challenges. When you join the World Bank Group, you become part of a dynamic, diverse organization with 189 member countries and more than 120 offices worldwide. We work with public and private sector partners, invest in groundbreaking projects, and use data, research, and technology to bring tangible and transformative change around the globe. For more information, visit www.worldbank.org.

VPU Context: 

The World Bank Office Manila has a vacancy for a Team Assistant to provide high-quality administrative and client services support. 

Under the supervision of the Operations Manager and/or Task Team Leader, the Team Assistant will provide a full range of administrative support functions, which also include quality assurance, liaison with internal and external clients, and general research and reference work. 

Duties and accountabilities: 

• The team assistant carries out the full range of office support work, including managing processes and monitoring schedules related to the team's/unit's products and tasks. 

• Organizes and manages the Task Team Leader’s meeting schedule and flow of communications, including the responsibility for taking any follow-up actions.
• Coordinates extensively with service units and liaises frequently with team members both at headquarters and in the field, as well as external counterparts. 

• Drafts routine correspondence and proofread materials using proper grammar, punctuation, and style.

• Incorporates agreed comments into documents, making full use of shared drives and software capabilities.

• Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.

• Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.

• Solves non-routine problems (e.g., responds to requests requiring file search, etc.).

• Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.

• In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.), monitors specific activities, (i.e., task budget, etc.) within their teams or clusters.

• Tracks assigned task/project steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.

• Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.

• Maintains up-to-date work unit project and other files (both paper and electronic).

• Provide administrative support to Task Team including updating of contact data, profiling outgoing emails and other documents in Sharepoint, mailing, and other routine tasks such as helpdesk support in bank systems 

• Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and other languages.