Roles & Responsibilities
- Operational, Logistic, and Administrative Support
- Contribute effectively to task teams to achieve desired outcomes by anticipating needs, paying attention to detail, problem-solving, proactively addressing issues that may impact objectives, and identifying key stakeholders.
- Adhere to established procedures for managing correspondence according to organizational guidelines.
- Demonstrate proficiency in drafting routine correspondence (such as standard letters, memos) that aligns with organizational standards, using correct grammar, punctuation, and style. Strong proofreading skills are essential.
- Utilize desktop processing skills to create complex texts, reports, presentations, charts, graphs, etc., in accordance with Bank standards and distribution requirements.
- Input data provided by Task Team Leaders into the central database, including updating project status reports and ensuring adherence to deadlines and milestones outlined in operational guidelines.
- Meeting and Mission Support
- Prepare meeting minutes accurately.
- Facilitate virtual or field team missions throughout all project stages (preparation, supervision, completion) in a timely manner. Coordinate mission logistics, including visa applications, room reservations, and transportation for team members.
- Coordinate travel arrangements for consultants and mission participants.
- Organize high-level, multisectoral meetings, workshops, conferences, and seminars efficiently.
- Assist in processing Short-term Consultants (STC) contracts in collaboration with Task Team Leaders. Ensure compliance with end-of-year closing procedures, including reviewing consultant commitments and payments, and closing contracts as necessary, particularly during the fiscal year’s final quarter.
Information Management and Client Interaction
- Managing Inquiries and Communications
- Respond promptly to internal and external queries related to the assigned portfolio. Take accurate messages when necessary and direct them to the appropriate individuals.
- Maintain up-to-date distribution lists, phone/address directories of project/product contacts, and ensure timely distribution of documents within the team.
- Collaborate with service units and maintain regular communication with team members based in Washington and at the Country Office.
- Monitor and report on relevant operational activities of the team.
Time Management & Logistics Planning
- Coordination of Schedules and Tasks
- Manage time effectively, scheduling tasks and priorities while anticipating and adapting to changes. Communicate schedule adjustments promptly.
- Utilize modern office management tools to track assigned tasks, project milestones, and timelines. Coordinate with team members as needed, providing support and information on project-related matters.
- Employ creative problem-solving skills to address non-routine challenges and assist in logistical planning for various events like conferences, workshops, negotiations, and board presentations.
Other Responsibilities
- Act as a backup for other staff and Task Team Assistants in handling project and administrative duties.
- Occasionally perform analytical tasks as directed by the Team Leader.
