Team Assistant at The World Bank 2024

The Team Assistant provides comprehensive office support, ensuring efficient management of processes and schedules related to team or unit activities.

Reporting to an Executive Assistant and working under guidance initially, this role requires extensive coordination with service units, team members at headquarters, field offices, and external counterparts.

The Assistant may also oversee certain administrative aspects of the unit’s operations. Proficiency in multiple languages is often utilized for drafting, translating, proofreading, and producing documents.

The position aims to deliver administrative, logistical, and operational support to the World Bank Togo Country Office.

Table of Contents

Core Responsibilities

Operational and Administrative Support

Support the preparation and implementation of World Bank projects following established procedures.
Utilize advanced desktop processing skills to create detailed reports, presentations, graphs, and charts in Bank-approved formats.
Input and maintain data provided by Task Team Leaders in central databases, ensuring accurate updates of project status reports.
Monitor directives to ensure proper handling of project documentation.
Draft standard correspondence such as letters and memos, applying proper grammar and style. Proofread and edit extensive documents, including meeting minutes.
Translate or draft routine documents and apply language skills to ensure accuracy in English and other languages.
Maintain both paper and electronic divisional project files, compiling data from various sources for team use.
Incorporate feedback into documents, utilizing shared drives and software tools effectively.
Assist in monitoring specific activities, such as task budgets, under staff guidance in areas like Resource Management.

Information Management and Client Interaction

Maintain updated distribution lists, contacts, and project-related files, ensuring efficient information flow.
Manage and organize the team’s project files, ensuring accessibility for both paper and electronic formats.

Time Management and Logistic Coordination

Schedule meetings with counterparts for visiting teams and manage work schedules effectively.
Coordinate and monitor team schedules, keeping stakeholders informed about priorities and changes.
Track timelines for tasks and projects using modern office technologies, providing updates to relevant staff.
Plan logistics for events such as workshops, conferences, negotiations, and board presentations, creatively resolving any issues.

Additional Duties

Provide backup support to staff and Task Team Assistants on administrative and project-related tasks.
Occasionally undertake analytical tasks as requested by the Team Leader.
Carry out additional duties assigned by the Supervisor.

Eligibility and Requirements

Minimum Qualifications

Bachelor’s degree with at least three years of relevant experience.

Key Competencies

Technology and Systems Expertise

Advanced proficiency in Microsoft Office tools (Excel, PowerPoint, Word) and adaptability to emerging technologies.

Project and Task Management

Strong organizational and problem-solving skills, with attention to detail and the ability to manage multiple tasks independently within deadlines.

Policy and Procedure Knowledge

Understanding of departmental programs, products, and policies, and the ability to apply these to assigned responsibilities.

Attitude and Adaptability

Open to new solutions and motivated to embrace change. Flexible and willing to expand capabilities.

Client Service Orientation

Professional communication skills and the ability to deliver high-quality, client-focused services.

Learning and Knowledge Sharing

Proficiency in English (written and spoken), with strong editing and proofreading abilities. Capability to share knowledge and collaborate across teams.

Business Judgment and Analytical Skills