Administration Team Assistant

World Bank Group

Lusaka, Zambia

Experience: 3 to 5 Years

Skill Required: HR and Admin

The World Bank Country Office in Zambia 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 a Team Assistant in the Lusaka Country Office.

The successful candidate will work under the leadership of the Country Manager; and provide administrative and client support to Operational Staff working in the Transport Sector and other sectors, coordinated by the Task Team Leader of various tasks. The job implies frequent interaction with other World Bank units as well as Government and other external organizations.

Duties and accountabilities: 
The Team Assistant’s duties and accountabilities include broad range of administrative and logistical fundings that include, but are not limited to, the following: 

  • Provide primary assistance in the implementation of the unit's work program, including some specialized support to task team members in specific area(s), e.g. task management, procurement, database management, information technology, editorial assistance, etc.
  • Enhance work organization and effectiveness. Exercise quality enhancement function for project and other documents by ensuring adherence to institutional guidelines.
  • Perform analytical tasks as may be requested by TTLs from time to time.
  • Draft standard letters, memos, faxes etc. conforming to the organization’s regional standards, using proper grammar, punctuation, and style; Provide assistance in formatting and editing large documents.
  • Draft standard correspondence conforming to the organization’s standards.  
  • Collect and present data and other information and 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 Country Management Unit (CMU) in Tanzania and other offices including in Washington, D.C.
  • Assist in preparation and logistical planning for various events such as visits by 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.

Essential Specialized Skills/Knowledge/Competencies:

  • In addition to the required skills listed below, the selected candidate also needs to have proficiency in drafting routine correspondence; and working with filing and records-keeping systems. The position requires a committed team player with demonstrated inter-personal skills and ability to interact and work effectively in a multi-cultural environment, and a willingness to seek assistance from more experienced staff and learn from them.
  • The candidate will need to show proactivity and independence and have an ability to deliver high-quality work under pressure.

Selection Criteria:

  • University Degree.
  • At least 3 years relevant working experience in a similar position.
  • Additional qualifications will be an advantage

Required Competencies:

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

  • Technology and systems knowledge - demonstrates advanced knowledge and experience working with office applications (MS Outlook, MS Excel, MS PowerPoint, MS Word, MS Teams) and WebEx. Has ability and willingness to maintain up-to-date knowledge and skills as technology.  
  • Project and task management - exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.  
  • Institutional policies, processes, and procedures - demonstrates knowledge of own department's programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.  
  • Versatility and adaptability - demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change.  
  • Client Orientation - exhibits positive and professional client service attitude; is able to understand clients' needs and complete them professionally. • Drive for Results - takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.  
  • Teamwork (Collaboration) and Inclusion - collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.  
  • Knowledge, Learning and Communication - has good knowledge of official unit's language(s). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.  
  • Business Judgment and Analytical Decision Making - able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.