Description

BACKGROUND

The World Bank Country Office in Mozambique is seeking 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 an Extended Term Temporary (ETT) with the Mozambique Country Office.

The successful candidate will work under the leadership of the Operations Manager; and the day-to-day supervision of the Senior Executive Assistant who provides supervision and guidance to the ACS (Administrative Client Support) staff. The selected candidate will provide administrative and client support to Operational Staff working in various sectors as well as the Country Management Unit’s Operations team. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

Duties and accountabilities:

The work program of the ETT will be shared between two main programs: (i) support to the operations teams, (ii) support to project teams :

Support to project teams duties:

• Draft standard letters, memos, faxes etc. conforming to the organization’s regional standards, using proper grammar, punctuation, and style.
• Provide primary assistance in the implementation of the unit's work program, including some specialized support in a specific area(s), e.g., task management, procurement, database management, information technology, editorial assistance, etc.
• Perform analytical tasks as may be requested by TTLs from time to time.
• Provide assistance in formatting and editing large documents.
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application.
• Collect and input data provided by team members into the central database, including processing new project status reports.
• Tracking and reporting on appropriate aspects of the team’s operational activities.
• Attend meetings, draft minutes and ensure timely clearance and distribution.
• Maintain coordination with the rest of the Country Management Unit (CMU) in Maputo, Madagascar, Comoros, Mauritius and Seychelles and Washington offices.
• Use word processing or desktop publishing skills to type complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Assist in preparation and logistical planning for various events such as visits by high level World Bank visiting missions, conferences, seminars and workshops.
• Respond to internal and external queries from external and internal clients and, as necessary, and/or ensure routing to appropriate staff to handle.
• Maintain / update current distribution lists, phone/address lists of project/product contacts, and distribute documents to relevant task team.
• Maintain up-to-date work unit project and other files.
• Serve as a back-up to other staff and Team/Program Assistants on project and administrative tasks.

Operations team duties: the ETT will work closely with the Sr Operations Officer and the Sr Program Assistant in the core portfolio team, and in close coordination with the ACS team:

• to ensure that systems are in place to keep track of key deliverables/milestones (i) pipeline, (ii) analytical tasks, (iii) disbursements, (iv) cancellations, (v) missions, (vi) package reviews, etc. This work is done in close consultation with other ACSs.
• to monitor the workflow of the CMU to ensure that (i) shared space are up-to-date, (ii) deadline for queries are met, (iii) follow-up form internal and external meetings is properly logged and followed-through
• to provide input in the preparation of the Monthly portfolio report
• to use powerpoint-type tool to prepare presentations on portfolio management topics

Essential Specialized Skills/Knowledge/Competencies

• Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software.
• Knowledge of standard office equipment (e.g., computers, photocopy, fax machines, etc.).
• Understanding of basic file/record systems.
• Proficient English skills (verbal and written) including ability to draft routine correspondence and edit materials using proper grammar, punctuations, and style.
• Committed team player with demonstrated inter-personal skills and ability to interact and work effectively in a multi-cultural environment.
• Willingness to seek assistance from more experienced staff and learn from them.
• Ability to deliver high-quality work under pressure.
• Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
• Effective time management and organizational skills.
• Ability to pass relevant Bank Group tests in place at time of recruitment, as required.

Selection Criteria

• At least a High School Diploma. University Degree will be an added advantage.
• At least 5 years working experience in a similar position, preferably with an international organization.
• Additional qualifications will be an advantage.

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

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World Bank Group Core Competencies

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

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Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments.