Team Assistant

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 and promoting shared prosperity. 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. For more information, visit http://www.worldbank.org/ Regional Context: The World Bank Group serves 30 client countries in Latin America and the Caribbean Region (LCR). Clients range from large rapidly growing sophisticated middle-income clients to lower income countries to small Caribbean states to one fragile state. Despite immense resources, deep inequalities persist in most LCR countries, with nearly a quarter of the Region's people living in poverty. The Bank's strategy in LCR is focused on five pillars: (a) stimulating growth and improving competitiveness; (b) reducing poverty and inequality; (c) making governments and institutions work for people; (d) providing a platform for tackling global issues (climate change, trade, disease, migration); and (e) reducing risk, whether from extreme weather events, climate change, crime and violence, or other. During the ongoing COVID-19 crisis, LCR’s strategy is being adjusted to help counties respond to unprecedented health and economic crisis by saving lives; protecting poor and vulnerable people; ensuring sustainable business growth and job creation; and strengthening policies, institutions, and investments. The Bank will support countries in pursuing a green, inclusive, and resilient recovery. CMU and Country Office Context: The Caribbean Country Management Unit (CMU) covers 19 countries, with a total population of about 18 million people, ranging from Sint Maarten (40,000) to Haiti (11 million). The CMU and key staff, including the Division Director and Operations Manager, are based in Kingston, Jamaica. In collaboration with Global Practice Groups, the Caribbean CMU supports the development priorities of Caribbean countries through financing and knowledge services and provides reimbursable advisory services in Overseas Countries and Territories. The active program includes a portfolio of about 70 projects with commitments of about US$3 billion in World Bank and Trust Fund financing and 50 advisory services and analytics products. In addition to the Country Office in Kingston, Jamaica, where the Division Director and the Operations Manager are based, the CMU has Country Offices in Haiti, Barbados, Sint Maarten, Trinidad Tobago, and in Guyana. The World Bank Haiti Country Office (LCCHT) is a medium-sized office with about 20 staff. It is a joint country representation i.e. it unifies country-level leadership across all World Bank institutions—including the IBRD, IDA, IFC, and MIGA—under a single Country Manager. LCCHT is part of the Caribbean Country Management Unit (LC3 CMU) and is responsible for overseeing the World Bank’s program in Haiti which, with an active portfolio of $1.3bn in IDA, representing approximately half of the Caribbean Program. LCCHT’s responsibilities include country strategy formulation and implementation, portfolio management, policy dialogue, and country relations. While MIGA has a modest presence in Haiti, the International Financial Corporation (IFC) plays an important role by mobilizing private investment, supporting businesses, and promoting public-private partnerships (PPPs) in Haiti. Its objective is to strengthen economic resilience, create jobs, and improve service delivery in an extremely fragile operating environment. The Country Management Unit’s goals are to ensure that: (i) the Bank’s program is carried out in a client–responsive manner which is relevant to the development challenges facing Haiti, (ii) the program can be realistically carried out within the unit’s budget parameters while meeting the Bank’s quality standards; (iii) this program generates the intended development impact; and (iv) supports private sector investment. The Haiti Country unit works closely with sector teams in the Bank’s Global Practices to ensure a successful delivery of the Haiti work program. LCCHT is searching for a Team Assistant to provide high-quality office support and contribute to the smooth running of the daily operations of the Haiti Country Office. Tasks detailed in this TOR may vary according to the office support needs and requirements of the CMU activities. Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3-year term appointment. Roles and Responsibilities: Principal Team Assistant responsibilities: 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. They coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts. Team Assistants may also be assigned responsibility for some aspects of the unit's administrative functions. General Office/Admin Support: The Team Assistant is an integral part of the Haiti Country Office Administrative and Client Support (ACS) team. (S)He will have the responsibility to provide administrative and client support to operational staff; The incumbent’s duties include, but are not limited to: • Provide administrative, logistical and substantive support to the assigned project teams and the office when required. • Draft and format a variety of standard project-related correspondence, drafting minutes and ensuring timely submission for clearance and distribution. • Incorporate agreed comments into documents, making full use of shared drives and software capabilities. • Make use of word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution. • Coordinate schedules taking priorities into account, monitor changes, and communicate the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group. • Maintain an effective network of contacts with government officials, PIUS, donors, civil society, academia, businesses, and other World Bank offices. • Serve as mobility focal point for International Staff. • Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc. • Perform other duties that may be assigned. • Serve as a back-up to other staff and Task Team Assistants on project and administrative tasks. • Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office. Operational Support: • Track assigned task/project steps/timetables, coordinate with relevant staff and help and/or information on project-related matters. • Maintain up-to-date work unit projects and other files (both paper and electronic). • Solves non-routine problems (e.g., responds to requests requiring file search, etc.). • Work closely with the operations analyst on the Haiti Portfolio Report • Serve as focal point for the Organisation of the CPPR • Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports. • Keep abreast of the Organization's directives and ensure effective processing of all project documents. • Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive messages, and route them to appropriate people to handle. • Track and report on appropriate aspects of the Team’s operational activities.