E T Temporary – Administration
Dili, East Timor
JOB DETAIL
| Description
IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 2022, IFC committed a record $32.8 billion
Timor-Leste became a member of IFC in 2004 and is part of IFC’s Indonesia and Timor-Leste country management unit within the East Asia and Pacific regional department. IFC support to Timor-Leste has three strategic objectives: (i) job creation; (ii) green growth; and (iii) improved access to finance. IFC’s Timor-Leste country office plays a key role in supporting achievement of these objectives. It does this by providing local knowledge and insights to IFC project teams, managing relationships with IFC clients and stakeholders in the country, and supporting the development and implementation of IFC programs.
Roles and Responsibilities
IFC is seeking to recruit a highly motivated and experienced professional to fill the position of Team Assistant in the Dili office. The Team Assistant, will report to IFC’s Resident Representative in Timor-Leste and will provide administrative support to selected IFC operational teams. The responsibilities of the Team Assistant include the following:
Administrative support
• Provide administrative support, schedule and organize meetings, handle logistics, prepare and organize materials for meetings, workshops and conferences, manage calendar of events;
• Help manage logistics and facilitate activities of various IFC operational missions, and provide secretariat and organization support as needed;
• Manage vendor accounts and relationship with vendors, including raising purchase orders and processing invoices for payments;
• Prepare consultants request, monitor service agreements, process and make the necessary follow –up with the Resource Management team for payments.
• Manage SAP-related transactions in a timely manner, including travel requests, expense statements, task budgets, purchase orders, and other standard SAP transaction on behalf of the team;
• Identify and resolves diverse operational issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate actions.
Information management
• Maintain IFC contact database and distribution lists including the contact information for IFC’s project and product contacts;
• Administer and maintain IFC’s filing system including relevant data and filling for projects and other operational activities;
Communications • Support coordination and liaison with local media organizations.
• Monitor local media for references to IFC and maintain a media tracker to log reporting on IFC and IFC supported projects and programs.
• Support the translation and dissemination of press releases and other media content, including videos and multimedia content.
• Support the management of any IFC social media pages and accounts that have been specifically established for IFC Timor-Leste
Program Delivery
• Establish and maintain an effective network of contacts with internal clients at all levels within IFC and the World Bank Group, and external clients in Government, development partner agencies, private sector, civil society organizations;
• Provide quality control by reviewing documents for accuracy, ensuring adherence to IFC guidelines and procedures, and assisting in editing, formatting, and production of documents and correspondence;
Other
• Carry out any other assignments as required.
Selection Criteria
• Technology and systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft Office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology.
• Writing Skills – Ability to write and format business letters and short reports in English with complex text, figures, graphs, etc.
• Versatility and adaptability – Demonstrate 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; can understand clients’ needs and respond to 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 communication. 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.
• Ability to pass relevant World Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.) as required.
• Passing score on language-specific speaking and writing tests, demonstrating a substantial level of fluency and ease of speech.
Minimum Education: Bachelors degree with a minimum of 3 years experience, or Diploma with a minimum of 5 years work experience.
World Bank Group Core Competencies We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability. Learn more about working at the World Bank and IFC, including our values and inspiring stories. Note: The selected candidate will be offered a one-year appointment, renewable at the discretion of the World Bank Group, and subject to a lifetime maximum ET appointment of three years. If an ET appointment ends before a full year, it is considered as a full year toward the lifetime maximum. Former and current ET staff who have completed all or any portion of their third-year ET appointment are not eligible for future ET appointments. |
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