E T Temporary Administration Job Vacancy at World Bank Libya

Job #    121516
Job Title    E T Temporary
Job Family    Administration
Location    Tripoli, Libya
Appointment    Local Hire
Job Posted    18-Jun-2012
Closing Date    01-Jul-2012
Language Requirements    Arabic [Essential]; English [Essential]
Appointment Type   
Background / General description
An immediate vacancy exists at the World Bank Office in Tripoli for a Program Assistant. Initial contract will for one year eligible for extension.Under the general guidance the Manager of the World Bank Office in Tripoli (the Liaison Officer), the ETT is expected to undertake independently or with minimal supervision diverse and complex work assignments to include but not limited to:
Duties and Accountabilities
Support to the Liaison Officer • Providing full administrative support to the Manager), including managing the schedule, organizing meetings, managing conflicting priorities and competing demands • Handling, routing, and keeping track of appropriate actions for internal and external queries and correspondence and tasks assigned by the Manager to relevant staff and compiling outputs for Manager’s review • Serving as first point of contact with internal and external clients Administrative Support • Drafting routine correspondence (letters, faxes, emails) in English and Arabic; typing, formatting, proofreading and editing reports in accordance with World Bank standards and providing quality enhancement of project documentation, key outputs, reports and other documentation • Retrieving documents using the internet and intranet, library databases; providing basic research and analytical support as needed to include researching and reviewing technical and professional publications to extract and summarize information, and researching and performing calculations from statistical analysis of data; • Using relevant software applications to produce texts, figures, charts, databases. • Organizing, updating and maintaining all files in the less paper environment and ensuring that documents are filed in the Institution's Information Management System (WBDOCs) • Maintaining and handling distribution lists for staff, counterparts, civil society, internal and external correspondence • Coordinating and participating in mission work as required, including high-level missions, ensuring appropriate interaction with receiving parties, scheduling, preparation of briefs, logistical support • Taking minutes and handling timely distribution to intended recipients, undertaking follow-up actions at internal and external meetings. • Ensuring consistency in implementation of Bank procedures and suggesting ways to improve workplace environment and enhance team effectiveness. • Arabic/English/Arabic translation for short documents • Coordinating TRS/LARS for the office • Other adhoc assignments as required Security Support • Member of Emergency Management team in a capacity of rapporteur, in charge of taking minutes, keeping appropriate records, administering telephone tree, and performing other duties assigned by security advisor. Resource Management/Procurement Support • Ordering and maintaining office supplies in compliance with procurement procedures and guidelines • Handling office petty cash, ensuring proper documentation of expenditures. • Processing transactions/contracts as needed.
Selection Criteria
a) Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems. b) Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar). c) Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application. d) Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives. e) Client Orientation (ACS) - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client. f) Learning, knowledge sharing and communication (ACS) - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing. g) Business judgment and analytical decision making (ACS) - Able to effectively and independently provide general research support. Demonstrates ability to access situation, and make sound judgment on action needed. h) Drive for Results - Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so. i) 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. Other Selection Criteria • Dedication to organizational mission and values. Willingness to work for development and good knowledge of country-specific challenges and development needs. • Applied knowledge of business practices and procedures including organizational, administrative, procurement and basic accounting skills. • Proficiency in computer applications (Ms Word, Excel, PowerPoint, e-mail, internet) with ability to retrieve, gather and compile information and prepare presentations. • Demonstrated knowledge of specialized administrative and operational support functions (i.e. database management, task management, events coordination). • Good team player, valuing participatory work and willing to share information, provide support and take ownership for collective task. • Sound organizational skills, ability to prioritize, manage time and deliver quality outputs within deadlines.
How to Apply;
http://extjobs.worldbank.org/external/default/main?pagePK=64273552&piPK=64778866&theSitePK=1058433&JobNo=121516&order=descending&sortBy=job-req-num&location=ALL&menuPK=64778834