The successful applicant for the Team Assistant position will receive a two-year fixed term position in the San José office in Costa Rica (LCCCR), subject to a one-year probation period and the local salary scale. The Team Assistant will report primarily to the World Bank Country Manager and will receive day-to-day guidance on priorities and fulfillment of responsibilities from the World Bank Executive Assistant in the Country Office.
The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply.
Roles & Responsibility:
The main functions include but are not limited to:
Draft routine correspondence and proofread materials using proper grammar, punctuation, and style.
Assist visiting missions and unit’s staff with preparation of mission announcements, plan and handle local logistics, scheduling meetings, and provide any administrative assistance required.
Handle logistical planning of various events, e.g.: meetings, conferences, workshops, negotiations, retreats, etc.
Serve as Security Focal Point which includes regularly monitoring the Security Clearance system.
Assist to Project Implementing Units (PIUs) solving regular issues on Systematic Tracking of Exchanges in Procurement (STEP).
Maintain up-to-date work unit files (both paper and electronic) as well as directories, distributions lists, and databases as needed.
Provide support with resource management related administrative tasks such as follow up invoices and support documentation for payments, facilities maintenance, procurement of goods and services, tax exemption process, assets inventory, etc.
Greet and screen visitors as well as handle diplomatic pouch and other incoming and outgoing correspondence.
Assist the IT Analyst, who provides IT support remotely, as the local focal point for consultants and vendors, supervise equipment maintenance once every two months on Saturdays, and provide other support as needed.
Solve non-routine problems and answer requests for information and perform other administrative duties as required.
Selection Criteria:
High school diploma. Business School training highly desirable.
At least of 3 years of relevant experience.
Proficiency in using computer applications such as Microsoft Office (Outlook, Word, Excel and PowerPoint), and dexterity in internet searches/web navigation;
Ability to quickly acquire a good knowledge of the internal organization, procedures, policies, and practices;
Excellent time management and organizational skills, handle multiple tasks simultaneously;
Ability to adapt to changing business needs and produce high-quality work under pressure;
Exercise initiative and make appropriate linkages in work requirements anticipating next steps;
Demonstrated proactivity, resourcefulness, and problem-solving skills;
Ability to retrieve reference materials from various sources (e.g., databases, filing systems, Internet, etc.);
Excellent interpersonal and communications skills to interact effectively with clients and staff at all levels; and,
Committed, positive team player with a demonstrated ability to work seamlessly in a multi-cultural environment.
