Organization:UN,The Strategy & Coordination Unit
Location: Washington
Background / General description
The Strategy & Coordination Unit is seeking an energetic, reliable and resourceful Team Assistant to
provide a full range of administrative and client support to the various teams in the Africa Department, as well as serve as a liaison between the field offices and headquarters. The CAFHQ Strategy Team (CAFSC) plays a key role in the functioning of country offices in the Africa Department Sub-Saharan Region. The responsibilities of the Strategy team include: (i) formulating IFC’s regional strategies for IFC member countries in their respective regions; (ii) providing briefs and various data to senior management; (iii) maintaining relations with the Board on regional issues; (iv) supporting alignment of Investment and Advisory Services with the regional strategy; (v) providing operational support for IFC Industry Departments and developing with them an adequate sector/regional strategy mix; (vi) monitoring political, macro-economic, and sector developments in the region; and (vii) coordinating activities with the World Bank’s Country Departments in the region and representing IFC/region at World Bank meetings, among other activities.
Duties and Accountabilities
- The Team Assistant will work under the supervision of the Program Assistant and report to the Head of the Strategy & Coordination Unit. His/her responsibilities include, but are not limited to:
- Handle a wide range of administrative duties, including organizing staff travel arrangements, travel requests, ticketing and travel medicine, SOEs and maintaining/updating unit files.
- Assist HQ Strategy teams with daily work, presentations, briefing books, etc.
- Support investment and advisory services country office staff on administrative tasks when such tasks require action at HQ assistance such as procurement of supplies, handling of travel documents, UNLPs, SecurID cards, Blackberries, pouch shipments to/from field offices.
- Manage calendar and assist staff in the unit/department as needed.
- Provide administrative and logistical assistance to CAF country office staff visiting HQ: hotel reservations, scheduling meetings, assisting with IFC events held in the Washington area, preparation of materials for distribution, helping with logistical arrangements, and any other tasks that may be required for the functioning of the unit.
- Assist in the logistical planning for various events, meetings, VCs as needed.
- Coordinate data, and assist in the formatting and assembling of briefing books for the IFC Management visits to CAF countries.
- Act as CAF support for Board Meetings and Board Documents on eboard.
- One of the main contact and liaison person for the Region between the different departments, the Bank, LAC, Executive Offices and Field Offices.
- One of the main liaison and follow-up person for correspondence from the President's office (Encorr) and correspondence from the EVP's office (CEXVP) delegated to the CAF Director / CAF Country Managers for action.
- Back up for dissemination of information to field offices.
- Process various documents e.g. Article III Notices Mandate Letters, coming in for the Director’s signature here in HQ.
- Act as a secondary travel clearance officer for all our 49 countries and update the travel clearance lists for all our countries.
- For the Annual Meetings/Spring Meetings, work with the Strategy Officers on briefs, invitations to our countries, scheduling of meetings, and updating the Bank Fund Meeting Database.
- Track all incoming correspondence, requests, emails or queries reaching the HQ front office for the department and proper dispatch and follow-up with the relevant county office.
- Schedule interviews with external candidates for Field Office positions using the Information Resource Guide System & requesting UPI numbers for them.
- Help to ensure smooth daily operations of the unit.
- Serve as back-up to the Program Assistant.
Selection Criteria
- Excellent administrative and organizational skills and ability to set priorities.
- Flexibility and willingness to work overtime meet deadlines.
- A strong team player with a high degree of professionalism, motivation, initiative, and reliability.
- Strong interpersonal and communications skills, proven ability to work across diverse teams and in a multicultural environment.
- Strong client orientation, ability to deal tactfully and effectively with people at all levels both internally and externally.
- Proficiency in Lotus Notes, Word, Excel and PowerPoint.
- Ability to manage and complete multiple projects simultaneously and to meet deadlines under pressure.
- Excellent verbal and written communications skills.
- Good knowledge of IFC/World Bank procedures and practices and experience with IFC administrative procedures, including use of iDesk and the Travel Management system will be an added benefit.
- Knowledge of Bank Group procedures and practices.
- Demonstrated skills in retrieving, gathering and obtaining information from various sources (internet, etc) and pulling them together in usable format.
- Demonstrated initiative in developing practical approaches that improve office support work and effectiveness of unit/team.
- Bilingual French/English.
Closing Date: Sunday, 14 July 2013
How to Apply
http://unjobs.org/vacancies/1372633875597