Header

Team Assistant, Mexico City, Mexico

6:51:00 PM
Background / General description:
  • Staff should be aware that under Staff Rule 5.01, the minimum time in assignment shall be for two years for staff in positions at grades GA-GE, three years for staff in positions at grades GF-GG and four years for staff in positions at grades GH or higher in regional vice-presidential units, unless otherwise agreed with the staff member's manager.
  • This is a local hire position, with a term appointment for 2 years, with a possibility of renewal depending on need and performance. The appointee will be based in Mexico City, Mexico.
  • The terms & conditions of the appointment and the associated remuneration package will be set in accordance with the Compensation Guidelines applicable to the Country Office. This is a locally-recruited position, and the remuneration is in accordance with the Mexico Country office remuneration scale (not an international scale).
The World Bank Group serves 30 client countries in the Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle income clients to IDA countries to small Caribbean states to one fragile state. Despite immense resources, dynamic societies, and an average annual per capita income of about $4,000, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The Bank's strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration), and (e) reducing risk, whether from extreme weather events, climate change, crime and violence or other.
The LCR Regional structure includes six Country Management Units (CMUs), three Sector Management Units (SMUs), an Operations Support Unit (OSU), and several regional units (Chief Economist's Office, Resource Management, and External Relations). CMUs are accountable for overall country programs, consistent with objectives articulated in the Country Partnership Strategy (CPS). Based on work program agreements with the CMU, sector staff and teams in the SMUs are accountable for delivering and managing the portfolio of lending and non-lending products. OSU brings together core services including quality assurance, procurement and financial management to enhance operational standards and to enable the Region to meet its fiduciary responsibilities. The Latin America region emphasizes strong client orientation and responsiveness; innovation and high quality; results; teamwork and collaboration across sectors; and a dedication to attracting and developing a diverse and talented staff.
As one of the six CMUs in the Region, LC1 is responsible for Country Partnership Strategy and operations in Mexico and Colombia. This is one of four CMU in LCR that has a decentralized Country Director who is based in Mexico City. The CMU oversees a wide range of Bank activities in most of the countries, including financial services (project preparation and supervision, policy-based lending, etc) as well as knowledge and convening activities. The CMU includes a Country Office in Colombia (LCCCO) and another in Mexico and an Anchor unit in Washington, D.C.
The Mexico office is home to approximately 40 highly motivated staff, responsible for maintaining a successful relationship with Mexican clients. Office values include dedication, hard work, teamwork and cooperation among colleagues across sectorial bounds, as well as the development of a friendly office atmosphere. LCC1C is seeking to recruit a Team Assistant that will be assigned to provide support to various sectors/programs teams staff working in the Mexico Office. The primary responsibilities of the Team Assistant will be carried out under the guidance of the assigned Task Managers and the Executive Assistant.
The Team Assistant will report to the Country Director. S/he will provide administrative support to the Sector and the CMU. S/he will primarily assist the teams in administrative and operational tasks, and provide office and administrative back up support to the Sector Units in HQ, serving as the primary resource for video conference/logistic arrangements, coordination of office supplies, office set up, phone, IT requests, mailing, faxing, scanning documents. The incumbent will be part of the ACS support team for LCC1C and is expected to contribute to departmental tasks and back up staff as needed.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
Administrative Support
  • Coordinate videoconference arrangements, communications with consultants and country program/project team; travel arrangements for the unit.
  • Provide general assistance to the team.
  • Assist team by translating/drafting a variety of routine documents and applying effective proofreading and grammar skills in English and Spanish.
  • Provide support to colleagues in country offices for printing and distribution of project documents and other materials.
  • Provide overall support to the office workflow to ensure completion of priority tasks and events.
  • Assist in the preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
  • Ensure Information technology charges for the office are updated accordingly.
  • Provide backup support to other ACS staff and SEA, as needed.
Operational Support (Lending or Supervision Support)
  • Draft routine project correspondence following established processes and procedures. (depending on Sector and CMU).
  • Provide support to task managers and the sector team who carry out projects.
  • In conjunction with and under guidance from staff in a specific discipline, monitor specific activities (e.g. budget work, program deliverables) within their sectors.
  • Review and follow-up with task managers and other team Assistants to ensure that consultant commitments and balances are paid and contracts are closed accordingly for sector managers-led tasks.
  • Address operational support issues with client on behalf of the team.
  • Maintain up-to-date work unit project and other files (both paper and electronic).
Point of Contact (Country Office, Washington, D.C. networks and clients)
  • Responsible of coordinating logistical arrangements for the arrival of new staff in the office by submitting e-service requests (including: office space, telephone, desktops, lotus notes, computer logon accounts, and people's directory).
  • Responsible for updating distribution lists and contact database.
  • Help streamline sector staff processes in the corresponding Sector and Country management Unit.
  • Primary contact person for sector staff on updated CMU procedures.
  • Assist internal and external clients with general inquiries and/or provide guidance accordingly
  • Ensure dissemination and smooth distribution of information among staff, including field-based office members.
  • Handle sensitive and confidential information/situation matters.
Support to corporate LCR programs and initiatives and institutional responsibilities.
  • Maintain institutional filing systems and databases.
  • Participates in other LCR/WB corporate initiatives.
Selection Criteria:
  • High School diploma with a minimum of two years of relevant experience, or equivalent combination of education and experience.
  • Strong written and verbal communication skills in English and Spanish to prepare/draft communications and ensure quality of written outputs.
  • Ability to carry through initiatives independently in the absence of the team leader and respond to requests for information.
  • Good judgment and discretion handling confidential information.
  • Prior experience in the World Bank, especially in Bank operations or equivalent international agencies would be an asset.
  • Successful completion of standard World Bank tests as required at the time of recruitment.
In addition to the above, the successful candidate must demonstrate the following competencies:
  • Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology.
  • Project and task management - Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
  • Institutional policies, processes, and procedures - Demonstrates knowledge of own department's programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.
  • Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.
  • Client Orientation - Exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally.
  • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
  • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. Knowledge, Learning and Communication - Has good knowledge of official unit's language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit.
  • Business Judgment and Analytical Decision Making - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.

Post a Comment