Team Assistant

World Bank


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IMPORTANT: The World Bank Country Office in Malawi 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 with the Malawi Country Office.

The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Executive Assistant who provides supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will provide administrative and client support to Operational Staff working in various sectors, coordinated by the Task Team Leader. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and accountabilities: –

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

  • Draft standard letters, memos, faxes etc. conforming to the organization’s regional standards, using proper grammar, punctuation, and style. 
  • Provide primary assistance in the implementation of the unit’s work program, including some specialized support in a specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
  • Perform analytical tasks as may be requested by TTLs from time to time.
  • Provide assistance in formatting and editing large documents.
  • Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
  • Collect and input data provided by TTLs into the central database, including processing new project status reports.
  • Tracking and reporting on appropriate aspects of the team’s operational activities.
  • Enhance work organization and effectiveness. Exercise quality enhancement function for project and other documents by ensuring adherence to departmental, VPU and institutional guidelines.
  • Attend meetings, draft minutes and ensure timely clearance and distribution.
  • Maintain coordination with the rest of the Country Management Unit (CMU) in Lilongwe, Tanzania, Zambia and Zimbabwe and Washington offices.
  • Use word processing or desktop publishing skills to type complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
  • Assist in preparation and logistical planning for various events such as visits by high level World Bank visiting missions, conferences, seminars and workshops.
  • Respond to internal and external queries from external and internal clients and, as necessary, and/or ensure routing to appropriate staff to handle.
  • Maintain / update current distribution lists, phone/address lists of project/product contacts, and distribute documents to relevant task team.
  • Maintain up-to-date work unit project and other files.
  • Serve as a back-up to other staff and Team/Program Assistants on project and administrative tasks.

(i) Essential Specialized Skills/Knowledge/Competencies

  • Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software.
  • Knowledge of standard office equipment (e.g. computers, photocopy, fax machines, etc.)
    Understanding of basic file/record systems.
  • Proficient English skills (verbal and written) including ability to draft routine correspondence and edit materials using proper grammar, punctuations and style.
  • Committed team player with demonstrated inter-personal skills and ability to interact and work effectively in a multi-cultural environment.
  • Willingness to seek assistance from more experienced staff and learn from them.
  • Ability to deliver high-quality work under pressure.
  • Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
  • Effective time management and organizational skills.
  • Ability to pass relevant Bank Group tests in place at time of recruitment, as required.

Selection Criteria

  • At least a High School Diploma, University Degree will be an added advantage.
  • At least 5 years working experience in a similar position, preferably with an international organization
    Additional qualifications will be an advantage

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