Team Assistant - Johannesburg, South Africa
The Johannesburg office is seeking a highly motivated, well-organised Team Assistant who can provide effective and efficient administrative assistance to the MAS Team. The candidate should have good judgment and also have excellent interpersonal skills. The incumbent will contribute to the smooth running of the daily admin support of the Team under the guidance and supervision of the Regional MAS Manager and Office Administrator. He or she will also be ready to play an integral part of a tightly-knit and motivated team, and be ready to step up to undertake new responsibilities and challenges with enthusiasm.
Duties and Accountabilities:
Duties will include, but are not limited to:
Provide secretarial assistance to the MAS team, which includes a Manager and five Officers
Preparation of correspondence and documents, ensuring compliance with the IFC/Bank procedures and standards to meet specific deadlines;
Organise travel arrangements for members of the MAS Team;
Uses basic keyboard and word processing skills to assist in preparation of presentations, documents, memos, letters, faxes and electronic mail;
Provide administrative support to staff visiting the MAS Team and assist in preparation and logistical planning for the teams events (eg conferences, meetings, seminars etc) working closely with the team and the office events coordination if/when necessary;
Performs basic office functions, to include but not limited to, sorting and distributing incoming mail and faxes, answering telephones calls in the absence of members of the MAS team, maintaining unit files & contact databases, photocopying, handling team courier, etc;
Act as back-up to other ACS colleagues in their absence or during a busy period.
Undertake ad hoc duties that may be assigned. Work will involve frequent interaction with the following: Internal contacts: other VP units, World Bank as well as staff in all locations, locally and internationally. External contacts: Government Officials, Consultants, External Organisations, and other Service providers.
High School and secretarial diploma or equivalent diploma, with a minimum of 2 years experience;
High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature;
High degree of motivation, initiative, flexibility and reliability;
Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy;
Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups;
Strong written and verbal communication skills to prepare/draft communications and ensure quality of written outputs;
Proficiency in using advanced computer applications; knowledge of Bank policies and procedures would be an advantage;
Ability to produce high quality work under pressure;
Effective time management and organizational skills;
Fluency in English
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