Team Assistant
Kampala
- Organization: World Bank Group
- Location: Kampala
- Grade: Administrative support - GB - Administration (Professional and Technical)
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Occupational Groups:
- Administrative support
- Closing Date: Closed
Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. Visit www.worldbank.org
The World Bank Uganda Country Office (CO) is looking for a highly organized, energized, and experienced person capable of operating effectively and discreetly in a very demanding fast-paced and culturally diverse environment to work as a Team Assistant. The Africa Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Uganda Country Office.
VPU Context:
The Country Management Unit (CMU) for Africa East Central East Countries 2 (AECE2), includes Kenya, Uganda, Rwanda, and Somalia. The AECE2 CMU Regional Office is in Nairobi, Kenya, but is supported by Country Offices, including the one in Uganda, located in Kampala.
Country Context:
The World Bank’s program in Uganda includes 19 projects for a total commitment of approximately US$ 4.7 B comprising of projects and programs financed through credits and grants from the International Development Association (IDA) and Trust Funds (TFs); Knowledge products; and Technical Assistance. The Uganda Country Office is looking to hire a Team Assistant (GB level—Locally Recruited Staff) on a 3 -year Term appointment.
Duties and accountabilities:
The Team Assistant duties and accountabilities include, but are not limited to, the following:
Operational and administrative support:
The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Senior Executive Assistant (and the respective Cluster/Sector/Program Leader(s) for the Uganda team) who provide supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Team Assistant will be expected to:
• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.
• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Draft correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Schedule and organize meetings, missions, and other events.
• Draft minutes of meetings and provide assistance in editing large documents.
• Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs. Program Leader, Country Director and/or the Country Management Unit (CMU).
• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.
• Track and report on appropriate aspects of the Team’s operational activities.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.
• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.
The World Bank Uganda Country Office (CO) is looking for a highly organized, energized, and experienced person capable of operating effectively and discreetly in a very demanding fast-paced and culturally diverse environment to work as a Team Assistant. The Africa Region attaches importance to creating a supportive work environment, based on the values of teamwork, transparency, trust, client service, and professional excellence. The overall purpose of the assignment is to provide administrative, logistical and operational support to the World Bank Uganda Country Office.
VPU Context:
The Country Management Unit (CMU) for Africa East Central East Countries 2 (AECE2), includes Kenya, Uganda, Rwanda, and Somalia. The AECE2 CMU Regional Office is in Nairobi, Kenya, but is supported by Country Offices, including the one in Uganda, located in Kampala.
Country Context:
The World Bank’s program in Uganda includes 19 projects for a total commitment of approximately US$ 4.7 B comprising of projects and programs financed through credits and grants from the International Development Association (IDA) and Trust Funds (TFs); Knowledge products; and Technical Assistance. The Uganda Country Office is looking to hire a Team Assistant (GB level—Locally Recruited Staff) on a 3 -year Term appointment.
Duties and accountabilities:
The Team Assistant duties and accountabilities include, but are not limited to, the following:
Operational and administrative support:
The successful candidate will work under the leadership of the Country Manager; and the day-to-day supervision of the Senior Executive Assistant (and the respective Cluster/Sector/Program Leader(s) for the Uganda team) who provide supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will be assigned to support a set of sectors, as well as for tasks associated to the Unit’s overall work program for which ad-hoc support may be needed from time to time. The Team Assistant will be expected to:
• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.
• Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Draft correspondence (standard letters, memos, faxes, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.
• Schedule and organize meetings, missions, and other events.
• Draft minutes of meetings and provide assistance in editing large documents.
• Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs. Program Leader, Country Director and/or the Country Management Unit (CMU).
• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle.
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units, and liaise frequently with team members both in Washington and in the Country Office.
• Track and report on appropriate aspects of the Team’s operational activities.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.
• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.
This vacancy is now closed.