Job #: 120154
Title: Team Assistant
Job Stream: Administration
Location: Dakar, Senegal
Background / General description:
The International Finance Corporation (IFC), the private sector arm of the World Bank Group, in Dakar, Senegal is seeking to recruit a dynamic, outgoing, organized and suitably qualified candidate to fill the post of Team Assistant. The primary objective of the Team Assistant will be to support a team of non-Administrative staff and also be a team member of a large group in the office. The selected candidate must be willing to be fully involved in the substance of the Program’s work and thrive on challenge.
Duties and Accountabilities:
The Team Assistant will work under the close supervision of the Executive Assistant who provides supervision and guidance to the ACS (administrative and client support) staff and her/his main responsibility will include, but not be limited to the following:
•Drafts routine correspondence, proofreads and edits materials using proper grammar, punctuation, and style.
•Incorporates agreed upon review comments into documents, making full use of shared drives and software capabilities.
•Uses word processing or desktop publishing skills to type complex text, reports, figures, graphs, etc., according to standard World Bank formats and distribution.
•Coordinates schedules taking priority into account, monitors changes, and communicates the information to staff inside and outside the immediate work unit, including officials outside IFC.
•Solves non-routine problems (e.g., responds to requests requiring file search, etc.).
•Assists in preparation of conferences, seminars, workshops, etc.
•Tracks assigned project steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters.
•Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for relevant task team.
•Maintains up-to-date work unit project and other files (both paper and electronic).
•Corresponds with vendors to solicit price quotes for supplies and make hotel reservations.
•Requests appointments for the Dakar staff and visiting missions.
•Makes bookings for business travels: obtains tickets from travel agency; requests visas for staff; types purchase orders and exoneration requests; tracks progress of purchase until received.
•Coordinates airport transfers.
•Performs any other duties assigned to him/her.
•A minimum of a High School diploma or equivalent (college diploma preferred), with a minimum of 2 years’ relevant experience.
•Proficiency in using advanced functions on standard computer applications (Windows applications: WORD, EXCEL, POWERPOINT etc.).
•Knowledge of and ability to execute diverse and intricate work procedures related to the timely processing and production of assigned outputs and supporting administrative activities.
•Ability to retrieve reference materials from various sources (e.g., databases or other filing systems, joint library, internet, etc.).
•Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps.
•Ability 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 a team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment.
•Excellent verbal and written communication skills in both English and French, 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.
AJS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS AND AJS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
SOME EMPLOYERS MAY ACKNOWLEDGE RECEIPT OF YOUR APPLICATION.