Team Assistant

Description

Do you want to build a career that is truly worthwhile? 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 and promoting 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.

Indonesia's portfolio consists of 34 active projects with $10 billion in commitments as of October 15, 2024. There are approximately 180 full-time staff and more than 300 consultants working in Jakarta, making this one of the largest World Bank country offices outside of HQ. The program strongly emphasizes country team participation in setting strategy and work program priorities.

To meet the needs of this diverse program, the World Bank Office in Jakarta (WBOJ) includes a strong Administrative and Client Support (ACS) team that provides administrative and client support to the operations in Indonesia.

WBOJ is seeking a dynamic, motivated, and mature Team Assistant (TA) who can optimally work in close collaboration with the CMU, the task team, as well as other team members based in Washington DC and external counterparts. The TA will be mapped to the Country Management Unit (CMU) for (initially) a two-year term position and will report to the Operations Manager.

Roles & Responsibilities:

1. Provides support for preparation and implementation of the World Bank projects and activities according to Bank procedures; including reminding the team of upcoming project milestones and ensuring the milestones are updated.
2. Provides direct support to project missions during all project stages (preparation, supervision, completion) without delay, including assisting with getting appointments with government counterparts and internal contacts, preparing field missions’ travel and logistics for staff, consultants, and reminding them of travel requirements.
3. Assists the team in drafting routine correspondences and documents and proofreading material using proper grammar, punctuation, and style in English and Indonesian.
4. Uses desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to the Bank format and distribution.
5. Incorporates inputs, requests, and inquiries into documents, making full use of shared drives and software capabilities.
6. Coordinates schedules taking priorities into account, monitors changes and communicates the information to the project implementation unit and the Government officials.
7. Assists the team in organizing meetings, workshops, conferences, and seminars.
8. Processes all Short-Term Consultants’ (STC) contracts in close collaboration with the Task Team Leader and assists with end-of-year closing requirements that include reviews and follow-ups to ensure that consultant commitments and balances are paid, and contracts are closed accordingly for unit-led tasks, particularly during the last quarter of the fiscal year.
9. Answers internal and external queries on the assigned portfolio, takes accurate and comprehensive telephone messages, and routes them to appropriate persons to handle.
10. Maintains a good filing system for hard and soft copies of documents and shares with other team members.
11. Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
12. Solves non-routine general issues (e.g., responds to requests requiring file search, etc.)
13. Serves as a back-up to other staff (Program / Team Assistants) on project and administrative tasks, when needed.
14. Carries out other assignments, as required.

Selection Criteria

1. A Diploma with 3-4 years of relevant office administration experience, preferably with a large multinational or international development organization.
2. Knowledge of/ability to perform diverse and intricate administrative tasks.
3. Excellent command of the English language, both written and oral.
4. Computer proficiency and full conversance with MS office programs.
5. Effective organizational skills and ability to prioritize assignments.
6. Demonstrated resourcefulness to develop practical approaches that improve office support work.
7. Strong interpersonal skills and commitment to work in a team-oriented, multi-cultural environment.

Required Competencies:

1. Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has the ability and willingness to maintain up-to-date knowledge and skills in technology.
2. Project and task management- Exhibits good organizational and problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has the ability to manage multiple tasks and complete tasks within the agreed schedule.
3. Versatility and adaptability- Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
4. Deliver Results for Clients- Proactively responds to and completes client requests.
5. Collaborate within Teams and Across Boundaries- Contributes collaboratively to one’s own team.
6. Knowledge, Learning, and Communication - Has good knowledge of the official unit's language(s). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
7. Client Orientation - Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.

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.