Team Assistant - J...

Team Assistant

infoDev is seeking to hire a Team Assistant (TA) who will be responsible for the full range of office support work, including managing processes and monitoring schedules related to the infoDev divisional as well as Program Management Teams tasks.

Background / General Description

infoDev (www.infodev.org) is a Global Partnership Program, coordinated and served by an expert Secretariat housed in the Finance and Private Sector Vice Presidency (FPDVP) of the World Bank Group. Its strategic goal is to promote the growth of technology enterprises to enhance sustainable inclusive growth, competiveness, and jobs. infoDev focuses on the following key areas to achieve its goal: (i) assisting in taking technologies to market; (ii) assisting in creating and growing sustainable enterprises that are technology-enabled; (iii) promoting an enabling environment for innovation and adoption of appropriate technologies to promote enterprise growth as well as ensure effective competition so that the market functions to widen access to technology at affordable prices; (iv) disseminating research and best practices to enhance growth and sustainability of enterprises in the technology and technology-enabled space; (v) building capacity to enhance the sustainability of enterprises; and (vi) providing technical assistance to incubators to ensure Access to Finance (A2F) and Access to Markets (A2M).

infoDev is a thought leader in technology-enabled small business incubation. infoDev’s global incubation network encompasses 300 plus business incubators and more than 20,000 small and medium enterprises, and has helped create over 220,000 jobs across 87 developing countries. Within the World Bank Group, infoDev has also been recognized as being cutting-edge in its use of web-based resources to develop, publish, and disseminate its work and facilitate debate and interaction among and between client countries and donors.

infoDev is implementing an ambitious work program, which includes:

• The “Creating Sustainable Businesses in the Knowledge Economy Program” -  a public/private partnership between the Government of Finland. infoDev, and Nokia – which will launch a range of activities including establishing regional mobile applications laboratories, using social networking platforms to link mobile entrepreneurs, launching a program to help technology-enabled small and medium-sized enterprises (SMEs) gain overseas market access, running international working groups on ICT and agribusiness entrepreneurship, facilitating access to appropriate financing instruments for technology entrepreneurs, and preparing SourceBooks as guides on how ICTs and innovation systems can be best used in agriculture projects. The program will address a mix of global activities with country and regional activities in Africa, Asia, and Eastern Europe and Central Asia (ECA). 

• The “Climate Technology Program”, which aims to establish a global network of 30 Climate Innovation Centers that develop technology innovation capacity and enable accelerated commercialization and transfer of technologies for the mitigation and adaptation of climate change in developing countries. 

• A seven year “Entrepreneurship Program for Innovation in the Caribbean (EPIC)”, which is  designed to create and grow competitive Micro, Small and Medium Enterprises (MSMEs) across the region by: (i) using business incubation to provide a suite of services for start-up entrepreneurs comprising advisory services, mentorship, and access to office space and equipment; (ii) upgrading skills and capabilities of incubator managers and policymakers supporting MSME development; and (iii) providing seed funding to promising MSMEs to help them successfully scale their operations.

Duties and Accountabilities

infoDev is seeking to hire a Team Assistant (TA) who will be responsible for the full range of office support work, including managing processes and monitoring schedules related to the infoDev divisional as well as Program Management Teams’ tasks. The Team Assistant will report on a day-to-day basis to the Program Assistant (PA), and the TA’s work program would be discussed and agreed with the PA.  The PA would be a key contributor on the TA’s performance review feedback. 

Main duties will include but not be restricted to:
 Process SAP transactions including consultant travel requests, expense statements, STTs/STCs appointments and SESs for consultants and grants, office supplies, reimbursement requests, and other standard SAP transactions.  Checks for appropriate approval signatures before giving to Program Manager for SAP approval. Must be an accredited Transaction Specialist.
 Assist teams in all aspects of the procurement process, according to WBG procurement policies. Collaborate with the financial team in the documentation and management of the procurement and payment process, ensuring compliance with internal rules and regulations.
 Assist teams with their TRS and travel arrangements in SAP, making all the necessary arrangements (itinerary, hotel booking and agenda).  Coordinate with the other field offices and the World Bank Office on various administrative requirements and on travel security clearances.
 Assist the Team in the procurement and payment of general project services.
 Assist in drafting, editing, and finalizing routine correspondence, memos, letters, faxes and various reports and documents, ensuring compliance with World Bank/infoDev correspondence format, and procedures, and proofreading materials using proper grammar, punctuation, and style in English.
 Use word processing or desktop publishing skills to produce complex text, reports, graphs, presentations, etc. Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
 Receive and place phone calls, taking accurate messages when needed.
 Solve non-routine problems (e.g., responds to requests requiring file searches, etc.) and routing incoming inquiries to the appropriate parties.
 Assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, etc.
 In conjunction with, and under guidance from, the relevant staff members, monitor specific activities (i.e. budget follow-up, etc.).
 Track assigned task/project steps/timetables, coordinate with relevant staff, and provide assistance and/or information on project-related matters.
 Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
 Maintain up-to-date and chronological work project and other administrative files (both in paper and electronic); log and distribute incoming correspondence to staff concerned.
 Perform all tasks necessary to maintain and organize electronic and paper databases of the project consultants (e.g., filing and maintenance of project deliverables, contracts, etc.) and project documents.
 Perform other duties as required.

Selection Criteria

Minimum Education: High School Diploma and a minimum of two years relevant experience.

 An undergraduate degree or AA degree and at least five years of experience in administrative and/or office management functions is preferred.
 Effective and proven skills in scheduling, planning, and coordinating work and other activities internally and externally.
 Knowledge and extensive experience in using standard Bank technology applications (SAP, Lotus Notes, Power-point, MS Word, Excel, ISRs, Business Warehouse, Operations Portal, e-Consult, etc.) and efficient use of EN services and the internet.
 Be a results-oriented, detail-oriented team player with strong organizational skills capable of multitasking and managing competing priorities.
 Knowledge of Bank Group administrative and operational procedures and practices, and experience in their application so as to be able to ensure adherence to relevant guidelines and overall quality of outputs.
 Experience/knowledge of trust fund procedures and accredited for Trust Funds and e-Consult a plus.
 Strong interpersonal skills and ability to work effectively with internal and external partners in a multicultural environment.
 Strong written and verbal communication skills and ability to edit and draft a variety of documents.
 Ability to work with, and maintain, confidential information.

The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture, and educational background.  Individuals with disabilities are equally encouraged to apply.  All applications will be treated in the strictest confidence.

In order to apply for the position, go to the World Bank's main website: http://www.worldbank.org/.  Click on the link "Job Seekers" in the middle of the page.  Click on the second link "Administrative and Client Support Opportunities - Current Vacancies".  The job number is 102560.  Applications must be submitted by 11.59 pm Washington time, January 18, 2011.

For questions on the job application process only, you may contact Rachel Fano (rfano@worldbank.org).


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