Team Assistant - Abidjan, Cote D'Ivoire

Location:	Abidjan, Cote d'Ivoire
Closing Date:	02/22/2012
Background / General description:
The International Finance Corporation (IFC), the private sector arm of the World Bank Group, in Abidjan, Cote d’Ivoire 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 upon challenge.
Duties and Accountabilities:
Duties and responsibilities include, but are not limited to the following: The Team Assistant will work under the close supervision of the Executive Assistant who provides supervision and guidance to the ACS (administrative client support) and her/his main responsibility will be, but not limited to: •Drafts routine correspondence and 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 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 the Bank; •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 appointment for the Abidjan Staff and visiting missions; •Handles booking for business travels. Obtains ticket from travel agency, requests visa for staff. Type purchase orders and exoneration requests, track progress of purchase until received; •Coordinates Airport transfer; •And any other duties from IS/AS and Manager.
Selection Criteria:
•Minimum BTS or University degree (Bac+2) school diploma and two years relevant work experience; •Proficiency in using advanced functions on Bank standard computer applications (Windows applications: WORD, EXCEL, POWERPOINT…); •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; •Applied knowledge of Bank’s organization, procedures and practices, including IFC records management and filing procedures; •Thorough knowledge of work procedures in assigned work unit; •Ability to retrieve reference materials from various sources (e.g., databases, IDesk 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 team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment; •Proficient French / English skills (verbal and written), 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. Success factors of the job are: prioritization of work, teamwork, initiative and excellent attitude towards work in a constantly changing environment, demonstration of ability to work under pressure, ability to handle multiple tasks simultaneously and distribute time effectively.
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