World Bank in Zambia
Posted Job
over 3 years ago

Team Assistant

This listings application deadline has expired so it is probably out of date

View all jobs →

The World Bank Country Office in Lusaka, Zambia is seeking a highly organized and energized professional, to support the Zambia Program as a Team Assistant based in Zambia. The successful candidate will work under the leadership and supervision of the Executive Assistant for Zambia and Regional Integration Program. Selected candidate will provide administrative and client support to the Operational Staff. The job implies frequent interaction with other development and regional institutions, Government officials, and other stakeholders, timely response as well as coordination with the different countries and sectors’ staff. 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:

Operational and administrative support:

• Participate in developing tasks/product times, using appropriate software.

• Maintain up-to-date the CMU filing system (electronic documents) and retrieve data from various sources when needed.

• Prepare folders of documents to be signed, ensure timely clearance and perform proper distribution.

• In collaboration with the Team Assistant in the CMU, coordinate logistics arrangement (video-conference, WebEx, and audio-conference) for meetings organized by CMU including preparation of folders for meetings, follow up with IT team to make sure that the sites connections are well established before the meetings, draft the minutes when needed.

• Support the team in the follow up with Senior Executive Assistant and the clients on portfolio related tasks in collaboration with the Team Assistant in the CMU (including monitoring deadlines, and deliverables and report issues to Snr.EA, etc.).

• Execute internal procurement related processes such as e-consult, liaising with the resource management team as the need arises.

• Monitor task budget/trust funds for tasks/products mapped to CMU.

• Undertake ad hoc inquiries requested by CMU.

Client interaction:

• Extensive coordination with other Bank Group units and frequent liaison with the team members located in the different locations.

• 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 (Snr.EA).

• Maintain up to date the distribution lists, phone/address lists of CMUs/Project Teams involved in Comoros program in collaboration with the CMU.

• Interact with the Anchor units and other CMUs on issues related to portfolio.

Other duties:

• Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks when needed.

• Assist in preparation and logistical planning for various events organized by the CMU in country (e.g. Senior Management visits, regional conferences

Qualifications

• Preferably a Diploma in Secretarial Studies or Office Management or Business Administration

• Two (2) years relevant work experience

• Proficiency in using computer applications (Word, Excel, and PowerPoint).

• Applied knowledge of World Bank’s organization, procedures and practices, including World Bank records management and filing procedures is an asset.

• Demonstrate initiative and motivation to proactively learn new developments in relevant policies, procedures and technology.

• Committed, dedicated and team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment.

• Effective time management and organizational skills.

• Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.

• Knowledge of French (verbal and written) will be an asset.

Competencies:

• Technology and systems knowledge

• In addition to excellent knowledge of Microsoft office applications, has solid knowledge and practical experience of technology and/or systems relevant to functional area of assigned responsibilities.

Has ability to use appropriate workflow management and planning systems and databases.

Demonstrates interest in and informs oneself of emerging systems, technology and databases which are relevant to the area of responsibility or might become relevant in the future.

Has ability to coach less experienced staff on application of relevant technology and systems in assigned responsibility.

• Project and task management

• Demonstrates knowledge of basic project management principles.

• Able to independently undertake diverse and complex assignments with minimal supervision and be accountable for outcomes and results.

• Demonstrates good organizational and time management skills, can plan and prioritize own work and, if it falls in assigned responsibilities, work of internal clients (e.g. manager).

• Able to proactively approach and resolve issues of competing demands and priorities.

• Demonstrates quality and efficiency in all outputs: ensures their adherence to department, VPU and institutional policies and guidelines.

• Institutional policies, processes, and procedures

• Displays good knowledge and understanding of the institutional vision, strategy, priorities and people relevant to the area of assigned responsibilities.

• Demonstrates relevant functional knowledge and detailed understanding of WB policies and procedures relevant to the assigned area of responsibilities and can apply them in practice and guide others in their application.

• Proactively looks for opportunities to enhance relevant functional knowledge and practical experience.

• Versatility and adaptability

• Demonstrates initiative and motivation in proactively learning new developments in relevant policies, procedures and technology.

• Able to identify problems and proactively prevent and/or solve them.

• Actively looks for ways to work smarter and more efficiently. Able to support and actively participate in change activities.

• Lead and Innovate

• Applies problem solving skills to engage self and others in developing solutions. Considers own behavior in context of WBG's values and mission and recognizes impact on others.

• Adapts own work to new approaches/processes.

• Deliver Results for Clients

• Displays understanding of client context and environment and interacts with them tactfully and diplomatically.

• Understands the department's priorities and how they relate to those of the organization.

• Demonstrates an independent sense of urgency and initiative; takes ownership for meeting agreed-upon deadlines for routine issues.

• Collaborate Within Teams and Across Boundaries

• Seeks opportunities to collaborate within own department and displays an open, helpful attitude toward others.

• Approaches conflicts as common problems to be solved.

• Involves others and seeks additional perspectives when needed.

• Considers the impact of work on WBG.

• Create, Apply and Share Knowledge

• Provides guidance and coaching to more inexperienced staff in areas of assigned responsibility or expertise.

• Shares knowledge and information with others across the work unit or department.

• Provides feedback on the work of others; recognizes importance of multiple perspectives.

• Make Smart Decisions

• Locates and accesses appropriate sources of information, data and lessons to support decision-making.

• Demonstrates a basic understanding of risk and risk management concepts. Acts with a sense of urgency in time-sensitive situations.

How to apply

Submit your CV and Application on Company Website:

You may be interested in...
Soluble Products  Soya Oemff  Fertilizer - 1kg image
Used mainly for legumes which boosts the flowering in soya beans, beans and pigeon peas. Soya OEMFF contains macro-elements, secondary-elements and micro-elements in a specific ratio which is beneficial to Soya beans and can be used as a general application if needed. It is extremely useful if the soya bean plant was exposed to stresses like waterlogged conditions/drought and heat, cold or chemical stress and can be used under very high or very low pH conditions where specific micro-nutrient deficiencies are expected.
Soluble Products Soya Oemff  Fertilizer - 2kg  image
Used mainly for legumes which boosts the flowering in soya beans, beans and pigeon peas. Soya OEMFF contains macro-elements, secondary-elements and micro-elements in a specific ratio which is beneficial to Soya beans and can be used as a general application if needed. It is extremely useful if the soya bean plant was exposed to stresses like waterlogged conditions/drought and heat, cold or chemical stress and can be used under very high or very low pH conditions where specific micro-nutrient deficiencies are expected.
Soluble Products Soya Oemff  Fertilizer - 500g image
Used mainly for legumes which boosts the flowering in soya beans, beans and pigeon peas. Soya OEMFF contains macro-elements, secondary-elements and micro-elements in a specific ratio which is beneficial to Soya beans and can be used as a general application if needed. It is extremely useful if the soya bean plant was exposed to stresses like waterlogged conditions/drought and heat, cold or chemical stress and can be used under very high or very low pH conditions where specific micro-nutrient deficiencies are expected.
Soluble Products  Soya Oemff  Fertilizer - 25kg image
Used mainly for legumes which boosts the flowering in soya beans, beans and pigeon peas. Soya OEMFF contains macro-elements, secondary-elements and micro-elements in a specific ratio which is beneficial to Soya beans and can be used as a general application if needed. It is extremely useful if the soya bean plant was exposed to stresses like waterlogged conditions/drought and heat, cold or chemical stress and can be used under very high or very low pH conditions where specific micro-nutrient deficiencies are expected.
Soluble Products  Wheat Oemff  Flag Leaf - 1kg image
Wheat OEMFF Flag Leaf was specifically developed to supply nutrients that are mainly utilised for grain production and quality. This specialized formula has vital to the later stages of wheat growth and ensures a fruitful harvest.
VetLab
Inspection and Testing
Veterinary services
Water and sanitation consultants
Lusaka
GroceriesBwana  image
GroceriesBwana
eShopping
Lusaka
GroceriesBwana gives you the opportunity to shop for a wide selection of products from Zambia and beyond without having to leave the comfort of your home. Shopping on this platform is safe and all products listed are sourced from reputable manufacturers and distributors. Once you place an order, you are guaranteed swift home delivery. GroceriesBwana aims to always provide genuine items at competitive prices while ensuring a high-quality service to customers. This platform is designed to help you conveniently surf the net for your desired products.
Walter Genius Couriers Ltd image
Walter Genius Couriers Ltd
Postal and Courier
eShopping
Freight and forwarding
Lusaka
Lusaka
Walter Genius Couriers specialises in freight and forwarding and customs clearance, as well as postal courier services. The company offers international inbound and outbound freight services by road and air. Walter Genius Couriers is dedicated to delivering quality and professional services with confidence in vastly under-serviced areas. The company prides itself in offering transportation intelligence to businesses using both domestic expertise, and regional and international partnership networks.
Lusambo Car Hire Travel & Tours image
Lusambo Car Hire Travel & Tours
Car rentals
Tours
Transfers
Lusaka
This company promises its customers choice, comfort and safety with access to information on places of interest in Zambia. Lusambo Car Hire began operations in 2005, with the aim of professionally participating in the tourism sector through the provision of car and bus hire services for tourists and corporate clients. Choose between a 4×4 vehicle or a saloon car depending on your needs. Mini-buses and special tour buses are available for groups. All vehicles are certified by the Zambian Government Roads Agency.
Bonjour Surveys & Inspections Ltd image
Bonjour Surveys & Inspections Ltd
Financial consultants
Agricultural consultants
Stock management and auditing
Lusaka
A fast growing cargo survey and inspection company in Zambia, Bonjour Surveys & Inspections has a service delivery plan suitable for most clients in the commodity trading and commodity financing industries. Services offered include product quality and quantity verification as well as controls, sampling of commodities, laboratory analysis of warehouse commodities, general warehouse management, custodial services (warehousing and collateral management), stock auditing, warehouse inspection for risk assessment, aid monitoring, loss adjustment survey of insured commodities and pre-shipment inspections. The company has also been appointed as local distributor of Cargo Desicants manufactured by VA Pharma Pack, India. This product is highly useful in preventing moisture damage to merchandise in storage or transit. Bonjour's target is clients specialised in storage/ warehousing, transportation and related industries.