Team Assistant at World Bank Group

Job description

Background / General Description

The World Bank’s Somalia Office based in Kenya is seeking to hire a highly organized and energized professional capable of operating effectively and discreetly in a very demanding, fast-paced and culturally diverse environment, to work as a Team Assistant. S/he will be a member of the Team’s Administrative Client Support (ACS) staff recruited locally and based in Nairobi, Kenya.

S/he will be expected to provide a full range of support to the Country Management Unit, with the highest level of professionalism, diplomacy, tact and discretion. The Team Assistant will report to the Executive Assistant based in the Office of the Country Representative for Somalia

The Team Assistant will provide administrative and client support to the Operational Staff. In addition, s/he will serve as the liaison and coordinator with Visiting Missions (VM)for the Somalia Program before and during their missions to/from Somalia. The scope of duties includes the key areas of: mission planning and clearance, in-country mission support and VM crisis communications. S/he will be the Somalia Country Clearance focal point and holder of the World Cue Country Office (CO) license for Somalia, and is required to be proficient in both systems to ensure quick and regular tracking of Somalia Program VMs.

S/he coordinates closely with the Country Representative and Security Specialist (SS), who is based in Mogadishu, Somalia. While s/he is responsible for the day-to-day coordination and communication with VMs, the overall responsibility for the safety and security of VMs rests with the Head of Office.

The successful candidate will work under the leadership of the Country Representative and the day to day supervision of the Executive Assistant and the Somalia Program’s Senior Operations Officer. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants and external organizations.

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

The Team Assistant’s duties and accountabilities include, but are not limited to, the following:

• Operational Mission Support
  • Review and update the Travel Advisory as needed (in coordination with the SS and Security Operations Center), including any VM-related documents such as brochures, welcome packs etc.
  • Maintain country VM protocol handbook consisting of mission cap, transport providers, airport transfer, in-country movement and communications, in coordination with SS and SFP.
• Before granting Country Clearance
  
  • In locations with mission cap and/or restrictions, ensure the mission meets the criticality requirements for clearance (consult with the SS if required);
  • Ensuring all the necessary information (eg. confirmed mission dates, VM staff names, outline mission program or schedule) is provided by the VM before granting Country Clearance.
  • Provide support on visa and other mission clearance letters.
  • Communicate with and support VMs on all other pre-mission queries, and coordinate with other members of the CO as needed.
• In-Country Mission Support
  
  • Maintain a daily VM report to include VM locations, hotels, mission plan and contact numbers.
  • Maintain an email distribution list with in-country VMs and send regular and timely advisories and guidance, as advised by CO management and SS/SFP.
  • Respond to (and coordinate as necessary) in-country VM queries.
• Crisis Communication
  
  • Responsible for the VM ‘branch’ of the CO call tree
  • Before or during a crisis, communicate with and/or account for all Somalia Program VMs in country, as advised by CO management/SS/Security Focal Point (SFP).
  • Liaising with UN counterparts to facilitate mission travel, accommodation and other logistics such as room bookings and conference logistics in Somalia;
  • Liaise with other third party providers to facilitate mission logistics, including security providers, accommodation and travel providers and conference facilities management, including AMISOM;
  • Ensure all protocol are followed by teams related to missions in Somalia, including GP and CMU clearance, TR and country office clearance;
  • Provide organizational support to Somalia government officials travelling to Nairobi to attend meetings, missions, etc.-reverse mission, including liaison with Somali Embassy in Nairobi;
  • Book SSAFE Trainings, advise participants on requirements and arrange for payments
  • Support reverse mission by being the point of contact for Somali authorities on reverse mission to Nairobi.
  • Conduct regular missions to various locations across Somalia to ensure mission protocol, services and facilities are running smoothly and are up to date with the needs of the country team. This mission would be jointly with the security specialist and/or the Senior Operations Officer.
• Information Management and Client Interaction
  • 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.
  • Time management & Logistics Planning
  • 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.
• Other Duties
  • Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks.
  • Occasionally perform Analytical tasks as may be requested by the Team Leader.

Selection Criteria

• Preferably a Diploma in Secretarial Studies or Office Management or Business Administration
• Three (3) years relevant work experience in a large International or Service or Private Sector Organization;
• Proficiency in using advanced functions on Bank standard computer applications (Windows applications: Word, Excel, and PowerPoint);
• Knowledge or experience of working in a fragile situation. Work in Somalia or with Somalia programs would be preferable;
• Knowledge of and ability to execute diverse work procedures related to the timely processing and production of assigned outputs and supporting administrative activities;
• Knowledge of Bank’s organization, procedures and practices, including Bank records management and filing procedures;
• Thorough knowledge of work procedures in assigned work unit;
• Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and 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 Somali (desired)& English skills (required - 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;
• Experience working with UN logistical support agencies and familiarity of UN processes and agencies, including UNDSS, UNSOS, UNHAS and WFP
• Experience working with Somali authorities and other stakeholders is an added advantage

In addition to the above selection criteria, the following competencies are expected of the successful candidate:

• 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.

The World Bank is committed to achieving diversity of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. Only short-listed candidates will be contacted.