Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. 

The World Bank Group (WBG) consists of five specialized institutions: the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into six client facing Regional Vice Presidencies, several corporate functions and thirteen Global Practices to bring best in class knowledge and solutions to regional and country clients.

The World Bank Country Office in South Africa is seeking a highly organized and energized professional, capable of operating effectively and discreetly in a very demanding, fast paced and culturally diverse environment, to work as a Team Assistant based in Pretoria, South Africa.

The successful candidate will work under the leadership of the Country Director, and the Operations Manager; and the day to day supervision of the relevant Senior Executive Assistant (and the respective Cluster/Sector/Program Leader(s) for the South Africa team) who provide supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will provide administrative and client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations

Duties and Responsibilities:

The Team Assistant’s duties and accountabilities include, but are not limited to, the following:

Operational and administrative support:

• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.Keep abreast of the Organization’s directives and ensure effective processing of all project documents.Draft correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials;Draft minutes of meetings and provide assistance in editing large documents.Maintain up to date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Task Team Leaders (TTLs), Resident Representative and/or the Country Management Unit (CMU).

Information Management and Client interaction:

• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.Co ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office;Track and report on appropriate aspects of the Team’s operational activities

Time management & Logistics planning:

• Coordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information;Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project related matters;Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.

Other duties:

• Serve as a back up to other staff and Task Team Assistants on project and administrative tasks.Occasionally perform Analytical tasks as may be requested by the Team Leader.

Selection Criteria:

• Preferably a Diploma in Secretarial Studies or Office Management or Business AdministrationA minimum of Three (3) years relevant work experience in a large International or Service or Private Sector Organization;Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint);Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities;Applied knowledge of Bank’s organization, procedures and practices, including Bank records management and filing procedures;Thorough knowledge of work procedures in assigned work unit;Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information;Ability to pass relevant Bank tests (e.g. English language, computer applications, etc.) as required;Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi cultural environment;Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style;Effective time management and organizational skills;Ability to produce high-quality work under pressure.