Overview
The Team Assistant will carry out administrative support work, including serving as a receptionist, managing office supplies, and providing data management and logistical support.
Key Responsibilities
- Greet visitors and direct them to the appropriate office.
- Answer telephones, route calls, take messages, answer routine inquiries and maintain a log of inquiries.
- Gather incoming mail from the post box and distribute to staff; distribute mail from the WB to government officials.
- Answers routine inquiries from borrowers and suppliers on procurement and referring to other staff as appropriate.
- Maintain current distribution lists, phone/address lists of contacts, and distribute documents for the team.
- Monitor level of supplies and order stock, distribute office supplies.
- Provides operational assistance in implementation of the unit work program.
- Assist in the conduct of research in a specific field of study.
- Track conference room reservations and meeting needs, as well as organize and maintain the conference room facilities.
- Provide logistical planning and support for various events, such as mission visits, conferences, workshops, negotiations.
- Assist with printing, scanning, photocopying and maintaining the technology equipment in the Country Office.
- Run various errands, as required, and resolve office-related malfunctions.
- Coordinate schedules taking priorities into account, monitor changes, and communicate information to appropriate staff.
- Coordinate and provide logistical support to WB staff, including the processing of Entry Visas and travel as well as providing local contact information to visitors.
- Draft routine correspondence, project related documents, and proofread materials.
- Incorporate agreed comments into documents.
- Use WB systems for data entry and processing pertaining to travel, tracking of assets and procurement and payment of goods and services.
- Work productively and take initiative to support the Resident Representative and other country office staff.
- Support administrative functions and carry out any other related work assigned by the Country Office team.
Qualifications
• Preferred education – High school diploma with 5 years of experience or equivalent combination of education and experience. A university degree would be an advantage.
