Team Assistant/ Receptionist Short-Term Temporary

Team Assistant/ Receptionist Short-term Temporary

Team Assistant / Receptionist Short-Term Temporary (STT)

The World Bank Office in Kingston, Jamaica

The World Bank Group (WBG) hires over 22,000 individuals on short-term contracts of generally less than 150 days each year. STC/STTs represent an important part of the WBG’s total workforce, providing expertise and flexibility to support the delivery of the WBG’s mission.

 The Team Assistant / Receptionist will carry out a full range of clerical and administrative duties in coordination with the Head of the Office and Senior Executive Assistant that include reception duties, providing support to the Country Office, staff and incoming missions, assisting in ad hoc activities in coordination with team members and external counterparts. Within the matrix, the  Team Assistant / Receptionist will directly report to the Head of the Office with the supervision function by the Senior Executive Assistant for additional administrative support and responsibilities within the office.

 Responsibilities

Responsibilities will involve collaboration with other Bank Group Units and frequent contact with team members, and external counterparts such as consultants, Government officials, international donors, and members of civil society.

Office Receptionist

• Greet, assist and announce clients, vendors and others in the office.
• Provide appropriate responses and direct visitors to appropriate individuals.
• Responsible for the office switchboard.
• Registering incoming/outgoing correspondence and routing to appropriate staff.

 General Office Support

• Mail and courier services: manage office pouch and processes incoming and outgoing mail.
• Manage stationery stock and assists in ordering office supplies.
• Prepare copies of documents, send faxes, draft notes etc.
• Responsible for video conference scheduling and meeting rooms’ administration.
• Maintain Country Office contacts database and directory list, staff lists, Jamaica contacts, etc.
• Assist internal and external clients with general inquiries.
• Prepare and coordinate logistics for various events: conferences, workshops, retreats, learning events, video conference participants and visiting missions.
• Provide back-up support to other support team as needed.
• Dealing with vendors / contractors, including payments to vendors according to the established schedule by the Administrative Office.
• Track and register the office bills services.
• Any other duties as assigned.

 Support to Senior Executive Assistant

• Assist with scheduling for the Country Director.

Support in travel logistics for the Country Director.

• Update files on Country Director’s travel plans, events and other required data.
• Update information on internal site.
• Any other tasks.

 Support to Cluster Staff

• Responsible for timely distribution of information to cluster staff, including operations correspondence and subsequent filing in the World Bank Electronic Record Management system.
• Provide quality review of documents.
• Assist in the production and distribution of information material, studies, and books.
• Assist in planning and organizing events, dissemination, consultation and outreach activities and special initiatives.

Provide support to the World Bank missions.

• Draft routine correspondence as required.
• Ability to work extra hours and on weekends at short notice.
• Basic secretarial duties.

 Selection Criteria (Internal and External)

• High School Diploma, Secretarial or equivalent diploma, with a minimum of three years of experience.
• Written and verbal communication skills in English.
• Proficiency in using advanced computer applications (Microsoft Office and others).
• Ability to produce high-quality work under pressure.
• Ability to work effectively in a team-oriented and multi-cultural environment.
• Effective time management skills.
• Very good oral and written communication skills in English. Good listening comprehension and fluency in speaking is required.

 Competences:

• Technology and systems knowledge - Conduct routine work using Microsoft Applications (Word, Excel, PowerPoint, Publisher etc.) and database management systems.
• Project and Task Management – Demonstrates attention to details. Able to organize own work and complete assigned tasks according to directions within agreed timeline; seek guidance in organizing non-routine tasks.
• Institutional policies, processes and procedures – Displays basic awareness of the World Bank Structure and relevant people within the assigned area of responsibility. Demonstrates basic understanding of policies and procedures and has ability to apply them in routine situations.
• Versatility and adaptability – Demonstrate ability and willingness to learn.
• Client orientation – Demonstrates positive client service attitude; is able to develop good working relationships with internal/external clients.
•  Learning, knowledge sharing and communication – Demonstrates tact and judgment, good listening and communication skills. Exhibits interest in learning and enhancing own abilities and sharing knowledge.
• Business judgment and analytical decision making – Demonstrates basic skills in information retrieval and organization, seeks guidance in complex situations.
• 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.
• Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contributes productively to the team’s work and output.

 Expected start date:     Sep. 1, 2023

Applications should be sent no later than August 20, 2023.