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Team Assistant
vor 1 Woche
Job #:
- req25175
Organization:
- IFC
Sector: - Administration/Office Support
Grade: - GB
Term Duration: - 3 years 0 months
Recruitment Type: - Local Recruitment
Location: - Vienna,Austria
Required Language(s): - English
Preferred Language(s): - German
Closing Date: - 2/7/2024 (MM/DD/YYYY) at 11:59pm UTC
Description
The IFC Vienna team is looking for a highly organized, energized and seasoned Team Assistant (GB grade), capable of operating effectively and discreetly in a demanding fast-paced environment, to serve to the IFC teams in Vienna with a range of administrative and client support services.
Main Duties and Accountabilities:
***- Provide a wide range of office support to the Vienna teams and management
- Provide specialized support for database management, task management, major event, planning and logistics, travel arrangements, editorial assistance, etc.
- Arrange meetings and ensure all logistics (hospitality, conference rooms, audiovisual, video conferences, visitor passes, etc.) are completed in a timely manner.
- Coordinate travel requests and process statement of expenses for consultants. Process STC and Firm contracts according to World Bank Guidelines.
- Assist with coordination of mission agendas as needed.
- Coordinate team schedules taking priorities into account, monitoring changes, and communicating the information to appropriate staff, including officials or clients outside the World Bank Group.
- Solve nonroutine problems (e.g., responds to requests requiring file search, etc.).
- Handle incoming and outgoing written & verbal communications with clients.
- Exercise quality enhancement for projects and documents ensuring adherence to departmental, VPU and institutional guidelines.
- Provide strong research support and use relevant IT software to retrieve, maintain and manipulate data.
- Provide support to the senior staff in their travel and logístical arrangements, i.e., hotel reservations, air ticket reservations, visa requests, as needed.
- Maintain accurate and efficient filing (paper and electronic).
- Backup of administrative team colleagues when necessary.
Selection Criteria
- Bachelor Degree with at least 23 years of experience in an international/multinational organization or equivalent combination of education and experience;
- Technology and systems knowledge
- Has advanced proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
- Excellent office support and organizational skills, including being proactive and demonstrating the ability to prioritize and deliver assignments in a timely manner, often under severe time pressure
- Excellent command of written and spoken English, including ability independently draft a variety of formal and informal correspondence; to proofread/edit materials. Working knowledge of German Language will be a plus.
- Superior interpersonal and diplomacy skills including demonstrated ability to work in a teamoriented and multicultural environment; demonstrated ability to handle sensitive and confidential information with due discretion; ability to deal tactfully and discretely with highlevel Bank and government officials.
- Institutional policies, processes, and procedures
- Demonstrate good knowledge of administrative and policy guidelines, practices, products and services in area of assigned functional responsibility; can guide others in complex situations.
Versatility and adaptability
- Able to anticipate, facilitate and catalyze change in the business. Demonstrate continued learning attitude.
Client Orientation
- Able to establish partnership based working relationships with internal/external clients. Demonstrate independence, initiative, and autonomy in addressing clients' needs.
- Knowledge, Learning and Communication
- Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements.
- Awareness of the corporate vision, strategy, and priorities
- Maintain a good working knowledge of the Department's strategy, priorities, programs, and products. Build and maintain strong and reliable working relationships with internal and/or external clients, Washington, and field offices.
- The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities._
- 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 valu
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