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Team Assistant - Administration/Office Support
World Bank
Administration/Office Support
Full-time
Job Expired 9 Dec 2023
Expired
Posted 3 months ago
Job Description

 

 Description

Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients/partners address their greatest development challenges. The World Bank is the World Leading Development Organization providing global knowledge, financial and Technical assistance to developing countries; the World Bank is dedicated to ending extreme poverty on a livable planet and boosting shared prosperity. 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. For more information, visit www.worldbank.org

Country and Unit Context:

The Bhutan Country Team (CT) is composed of World Bank staff drawn from the Thimphu Office and Offices around the World. The Country Director (CD) is the head of the CT, and CT members have various professional affiliations within the WB organizational structure. The Country Management Unit (CMU) is responsible for the overall country relationship with the Government, decisions relating to the lending strategy and portfolio management. Technical staff are mapped to the Global Practices (GPs) and are responsible for the technical dialogue related to advisory services, analytical studies, and individual projects (pipeline and under implementation).

The Thimphu Country Office in Bhutan was established in 2011. Since its establishment, the Country Office has been expanding its functions. The Country Office is seeking a Team Assistant to provide support on office management, administration, accounting, security, resource and asset management, and facilitating the preparation, coordination, support and follow up of visiting missions. The incumbent will work under the overall supervision of the World Bank Resident Representative in Bhutan. 

Duties and Responsibilities

(1)Support to Visiting Missions: (i) mission announcements / meeting planning, preparation and arrangement: in coordination with government officials to ensure meetings are planned in coordination with the Resident Representative’s calendar following the proper protocol and logistical arrangements; (ii) Mission logistics: in coordination with travel agent, make sure transportation needs, hotel reservations are met for visiting missions; (iii) Liaise with Counterparts to process visa applications timely and dispatch necessary documentations to visiting mission teams to facilitate their arrival; and (iv) assist visiting missions by providing guidance to address issues they may be facing in the conduct of their official business.
(2)General office management: (i) liaise with the IT Team through the local vendor and the IT Officer based in Dhaka, Bangladesh to provide needed assistance; and (ii) coordinate health / security related issues with the relevant World Bank staff.
(3)Financial accounting: Serve as a backup to assist with financial accounting issues including transactions, controls, and reporting.
(4)Supporting the World Bank Resident Representative: Arrange meetings for the World Bank Resident Representative and update his calendar in coordination with the Sr. Operations Officer based on meeting requests.
(5)Any other duties assigned by the World Bank Resident Representative.  

The successful completion of duties and responsibilities requires frequent interaction with both internal and external stakeholders. The internal stakeholders include staff in the Bhutan Country Office; Budget, Performance & Strategy Team; Administrator; People & Culture/HR Business Partner; Health Services Team; Security Officer within the Country Management Unit (CMU). The external stakeholders include Government and Country Officials, Development Partners, Private Sector representatives, Civil Service organizations, Consultants and Vendors.

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Selection Criteria

• Minimum Bachelor’s degree and 2 years of relevant experience.
• Proficiency in English and Dzongkha (verbal and written), including ability to take notes during meetings, draft a variety of correspondences and edit written materials using proper grammar, punctuations, etc.
• Demonstrated discretion and good judgment when exposed to confidential and sensitive information.
• Experience in office management and/or financial accounting is plus.

Competences: In addition to the above, the successful candidate should demonstrate the following competencies:
• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency in using technology or/and IT tools and systems relevant to the work environment.  
• Demonstrates good organizational skills, ability to plan and prioritize own work and work of internal clients.  
• Ability to manage time, anticipate potential bottlenecks, set priorities according to the office agenda and objectives. 
• Multitasking and proactiveness – Ability to work with different requests from internal and external clients, meeting deadlines and providing quality work for all tasks requested. Being proactive and able to alert colleagues in advance on potential issues before they present.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

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