Team Assistant

vor 2 Wochen

Wien, Österreich IFC Systems Corporation Vollzeit

**Team Assistant**

**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 non-routine 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).
- Back-up of administrative team colleagues when necessary.

**Selection Criteria**
- Bachelor Degree with at least 2-3 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 team-oriented and multi-cultural environment; demonstrated ability to handle sensitive and confidential information with due discretion; ability to deal tactfully and discretely with high-level 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.

World Bank Group Core Competencies
- 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_

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