Team Assistant

World Bank Group

Batu Maung, Malaysia

Experience: 0 to 3 Years

Skill Required: HR and Admin

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges

EAP is a large and diverse region, ranging from Small Island States of the Pacific to the Philippines and China! Despite substantial economic growth and poverty reduction, the EAP region faces huge development challenges. Growth has been uneven across and within countries, institutions still need strengthening, and most countries are heavily affected by climate change. The Bank plays a significant role on global public goods, including climate, biodiversity, water pollution, and health. The COVID pandemic, and more recently food and energy price increases are compounding the impact of the global economic slowdown. The World Bank Group is seen as a premier development institution in the Region, with a leadership role on analytical and advisory services as well as financing. 

Duties And Accountabilities:

The Team Assistant carries out the full range of office support work, including managing processes and monitoring schedules related to their team's/unit's products and tasks.  With supervision ranging from close to minimal, the TA works directly with other staff within the unit to make a contribution to the overall achievement of the unit's work program.  

TA will provide a wide range of support to the Unit.  Her/his duties and responsibilities will include, but not limited to, the following: 

  • Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution
  • Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group
  • Solves non-routine problems 
  • Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
  • In conjunction with and under guidance from staff in a specific discipline (i.e., Resource Management, etc.) monitor specific activities, (i.e., task, budget, etc.) within their teams or clusters.
  • Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team
  • Maintains up-to-date work unit project and other files (both paper and electronic)
  • Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and Malay
  • Performs tasks which rely upon systems and processes unique to the World Bank, including SAP
  • Serve as an information resource on status of project/products (e.g. procurement, disbursement, audit, trust fund/co-financing, and legal issues) and draft a variety of standard project-related correspondence
  • Suggests ways to enhance work organization and effectiveness. 

Selection Criteria:

  • We are looking for a proactive candidate who is committed and driven to deliver quality outputs.  The key selection criteria for this position are: 

Minimum Education/Experience at recruitment/selection:     

  • At least High School diploma.  Bachelor Degree or equivalent in Business Administration, Economics or other related field an advantage.  
  • A minimum of 3 years of professional working experience in related field
  • Excellent communication skills and the ability to command both written and spoken of Malay and English
  • Computer literate 

Specialized Knowledge/Skills/Competencies: 

  • Successful completion of Bank English grammar and spelling test, and standard Microsoft Office application tests (MS Word, MS Excel, MS PowerPoint) 
  • Strong client responsiveness/service orientation  
  • Ability to work as an integral part of the team’s work and program 
  • Good knowledge of and some experience in specialized administrative/operational support functions (e.g., database management, knowledge management, task management, major event/course planning, etc.) and ability to assist in applying relevant procedures, processes and systems
  • Ability to analyze and apply practical problem-solving skills and resourcefulness in performing tasks 
  • Ability to manage several tasks at once and know where to obtain relevant information 
  • Ability to retrieve, gather and obtain information from various sources (Internet, etc.) and pull them together in a usable format
  • Good organizational skills and ability to prioritize and deliver assignments in a timely manner often under time pressures
  • Ability to make sound and rational decisions in a consensual manner, understanding of boundaries of responsibility for decision making and discernment to know when to seek guidance  
  • Strong inter-personal skills and commitment to work in a team-oriented, multi-cultural environment
  • Ability to prepare presentation materials using various software packages with some guidance. 
  • Strong English and Malay language skills (verbal and written), including ability to draft standard correspondence and edit basic materials using proper grammar, punctuation and style