Team Assistant

World Bank Group

Panama City, Panama

The Team Assistant will provide support to the Panama Country Office, specifically to Sector Coordinators, Visiting Missions as well as support to all office related activities, specifically providing back-up support to other team members and assist in ad-hoc activities.

Responsibilities will involve collaboration with team members in the Panama Office and in other World Bank Group Units, as well as frequent interaction with external counterparts such as consultants, Government officials, international donors, service providers, vendors and members of the private sector and civil society.

Duties Accountabilities:

Support to Sector Coordinators and teams:

  • Make arrangements for for meetings, travel, visas and other logistics related to the program as required;
  • Assist with the logistical organization and implementation or events related to the their programs  in Panama and and other countries as required. This may include compilation, preparation and translation of written materials and arrangements with providers for a range of visual materials; and
  • Provide support operations-related matters, including processing of lending or implementation support documents, and seeking out Bank guidelines on processing these documents, including distribution lists, formatting, required documents, etc.

Support to Visiting Missions:

  • Assist with visiting missions in coordination with Task Team Leaders as needed, including scheduling meetings, and organizing transportation, or other logistical support.
  • Follow up with visiting missions through the LC2 Clearance process on Mission Announcement Letters (MALs) and security clearance forms prior to giving clearance for travel.
  • Update and circulate the visiting missions calendar and update of Welcome Letter regularly.

General Office Support:

  • Update the Panama Master Contact List regularly.
  • Serve as backup to colleagues as required, to contribute to the effective workflow of the office;
  • Draft routine letters, memos and other internal and external correspondence as required;
  • Assist in filing and archiving WB documents.
  • Assist in event preparation; and
  • Other duties as assigned.

Selection Criteria:

  • Fluent in English and Spanish.
  • College degree preferred and minimum two years of relevant experience;
  • Excellent interpersonal and communication skills and the ability to interact effectively with clients and staff at all levels;
  • Proficiency in using advanced functions of computer applications such as Microsoft Office (Word, Outlook,  Excel, Powerpoint);
  • Ability to draft and translate simple correspondence as required;
  • Prior experience in a similar office assistant role; experience in a client service function in a multi-lingual environment would be a plus;
  • A proven team player, deeply committed to working collaboratively as part of a multi-disciplinary team to contribute productively to the team's work and output; demonstrating respect for different points of view; acting with integrity at all times to build trust with team members and external clients and partners;
  • Follows guidance from the Senior Executive Assistant promptly and proactively; and
  • Works with exemplary dedication to our clients