Team Assistant/Program Assistant- Lima, Peru

Job #:	122477
Title:	Team Assistant/Program Assistant
Job Stream:	Administration
Location:	Lima, Peru
Closing Date:	11/21/2012
Background / General description:
The International Finance Corporation (IFC), the private sector arm of the World Bank Group, is a global investor and advisor committed to finance private sector businesses in emerging markets, to mobilize capital in the international finance markets, to help clients to improve social and environmental sustainability and to provide technical assistance and advice to governments and businesses. The Portfolio Division of IFC's Infrastructure and Natural Resources Department in Latin America and the Caribbean (CN2P7) is an open and dynamic unit and is seeking to recruit a Team Assistant (TA)/Program Assistant (PA) who will be able to provide high-quality secretarial and administrative support to members of the team. This position is based in Lima, Peru, and the incumbent will be an integral member of a small team including a Portfolio Assistant, a Portfolio Analyst, an Investment Officer, working under the oversight of a Portfolio Manager.
Duties and Accountabilities:
The TA/PA will be responsible for the full range of office support work, including managing processes and monitoring schedules related to their Team’s products and tasks. The TA/PA initially will work under close supervision and guidance, and will coordinate extensively with IFC staff and liaise frequently with team members both at Headquarters and in the Country Offices, as well as with external counterparts. The TA/PA will work regularly and substantially in English and Spanish. Main duties will include but not be restricted to: • Provide full administrative and secretarial support to the team to ensure the smooth operation of the unit, including schedule of meetings and appointments; • Assist in preparation and logistical planning for various events, e.g. conferences, visits of VPs, directors, etc; • Coordinate and plan travel missions for the team including making hotel and flight bookings, scheduling of meetings and preparation of itineraries/agendas; • Assist his/her Team with their TRS, travel arrangements in SAP and Head Quarters missions, making all the necessary arrangements (Itinerary, Hotel booking, security clearances, and agenda); • Assist his/her team in all aspects of the procurement process, according to WBG procurement policies. Collaborate with the financial team in the documentation and management of the procurement and payment process, ensuring compliance of internal rules and regulations; • Independently respond to internal and external queries using initiative and good judgment. In addition to the above, the TA/PA will be expected to work closely with the Portfolio Assistant in the following areas: • Keep the Portfolio Supervision records updated (CRR, Portfolio Events, Presentations, etc) on a monthly/quarterly basis; • Prepare routine Portfolio reports and support the annual DOTS exercise; • Actively support the monitoring of compliance by CN2P7’s clients; • Assist the Portfolio Assistant with the completion of CRR’s on a quarterly basis; • Upload required documents/reports and maintain the iCollaborate space as directed; • Collect and distribute mail/documents among the team; • Perform other administrative and secretarial duties as required by the Team to efficiently manage the LAC INFRA & NR portfolio;
Selection Criteria:
The candidate must comply with the following requirements: 1. Bachelor degree, Secretarial studies or equivalent. 2. Minimum 3 years of relevant working experience. 3. Proficient English and Spanish skills (verbal and written).  4. Proficient computer skills: Lotus Notes, Microsoft Office (Excel, Word, Power point), Internet (use of searching engines), SAP, etc. 5. Committed team player with good inter-personal skills and ability to work effectively in a multi-cultural environment, both inside and outside the Corporation. 6. Interest in Portfolio and Investment work. 7. Willingness to take up additional ad-hoc responsibilities other than duties directly related to this position whenever needed. 8. Ability to maintain confidentiality and discretion in all activities. It is desirable that the candidate demonstrates the following:  1. Ability to retrieve reference materials from various sources (e.g. databases or other filing systems, Internet, etc.). 2. Ability to adapt to changing business needs by continuous learning/training. 3. Effective time management, organizational and inter-personal skills. 4. High degree of initiative and ability to prioritize requirements.  5. Ability to produce high quality work under pressure.  6. Proven leadership capabilities combined with strong teamwork orientation. Details (vacancy # 122477) are available in the IFC Careers website: www.ifc.org, click on ‘Careers’ and then on ‘Current opportunities. Applications should be sent in English. All applications must be submitted through this website. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.  Applications without a cover letter will not be considered. Cover letter should clearly describe the relevant results the candidate has delivered in prior positions, rather than simply listing responsibilities. All applications will be treated in the strictest confidence. Only short-listed candidates will be contacted. The contract for this position has an initial duration of 2 years (renewable), with a one-year probation period. This is local hire (paid in local currency). The appointee will be stationed in Lima, Peru. Closing date is November 21, 2012.