Team Assistant- Johannesburg, South Africa

Job #:	112673
Title:	Team Assistant
Job Stream:	Other
Location:	Johannesburg, South Africa
Closing Date:	01/21/2012
Background / General description:
The Access to Finance (A2F) team in the Johannesburg office is seeking a highly motivated, well-organised Team Assistant who can provide effective and efficient administrative assistance. The candidate should have good judgment and also have excellent interpersonal skills. The incumbent will contribute to the smooth running of the daily administrative support of the team under the guidance and supervision of the Regional Business Line Leader and Office Administrator. S/he will also be ready to play an integral part of a tightly-knit and motivated team, and be ready to step up to undertake new responsibilities and challenges with enthusiasm.
Duties and Accountabilities:
Duties will include, but are not limited to: • Providing general administrative assistance to the A2F team, and specific direct line support to the Regional Business Line Leader. • Preparing correspondence and documents, ensuring compliance with IFC/World Bank procedures and standards, and meeting specific deadlines. • Organising travel arrangements for members of the team and assisting in the submissions of expenses. • Preparing presentations, documents, memos, letters, faxes and electronic mail using advanced word processing, spreadsheets and Powerpoint. • Providing administrative support to staff visiting the Regional Office and assisting in the preparation and logistical planning for team events (e.g. conferences, meetings, seminars etc.) working closely with the team and the office events coordinator as necessary. • Providing administrative support in the organization of job interview processes – setting up telephone and video conference interviews, organizing interview panels, following up with panelists and coordinating documentation for presentation to Human Resources. • Performing general office functions, to include but not limited to, sorting and distributing any incoming mail and faxes, answering telephone calls in the absence of members of the team, maintaining unit files & contact databases, photocopying, handling team courier, etc. • Assisting in the maintenance and updating of the team’s “iCollaborate” shared spaces. • Acting as back-up to other ACS colleagues in their absence or during busy periods. • Undertaking ad hoc duties that may be assigned.
Selection Criteria:
• High School diploma or equivalent, with a minimum of 3 years’ experience. • High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature. • High degree of motivation, initiative, flexibility and reliability. • Outstanding interpersonal skills to interact effectively and diplomatically with a range of contacts internally and externally and deal effectively with diverse situations. • Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups. • Strong written and verbal communication skills to prepare/draft communications and ensure quality of written outputs. • Proficiency in using advanced computer applications including Microsoft Office; knowledge of World Bank policies and procedures desirable but not essential. • Effective time management and organizational skills with the ability to produce high quality work under pressure. • Fluency in English is essential; knowledge of French is an advantage.
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