- 122074
- Team Assistant in EASID Unit
- Administration
- Administrative
- GB
- Jakarta, Indonesia
- Local Hire
- Bahasa (Indonesian) [Essential]; English [Essential]
- 30-Nov-2012
EASID manages a large trust fund portfolio and supports the Government of Indonesia in the implementation of its National Program for Community Empowerment, known by its Indonesian acronym lbh ke mas“PNPM”. PNPM is the largest the community driven development project in the world. The EASID team is organized along five fluid clusters that report to the SCSD. The clusters are operations, field and fiduciary team, analytical and advisory activities, conflict & development and justice for the poor, and portfolio management. The team sits in a development partner funded, satellite office where they provide implementation support for the PNPM and manage the multi-donor trust fund, PNPM Support Facility (PSF). The PSF assists the GOI in providing effective leadership and management of PNPM by:
• Ensuring better coordination among development partners and across grants supporting PNPM;
• Developing capacity at all levels to plan, manage, and improve poverty reduction programs;
• Reducing poverty through government and civil society partnerships, and through innovative pilot programs that address emerging needs;
• Supporting high quality supervision and M&E efforts.
The PSF is currently financing and supporting a diverse analytical and operational portfolio with boetotal commitments of about US$200 million. The PSF portfolio is expected to grow to around US$300 million within a year.
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Note:
• This is a 1-year Coterm position. World Bank staff with Regular/Open-ended appointment, if selected, will retain their current appointment type.
The Team Assistant will work closely across the clusters and with other team members to support the PSF. He/She will carry out a full range of office support work, including managing processes and monitoring schedules related to team’s operational and administrative tasks. The Team Assistant will also coordinate with service units and liaise with team members as well as external counterparts. He/She should be organized, dedicated to ensuring the continued success of EASID, capable of operating effectively.
OTHERS
• Draft routine correspondence and proofread materials.
• Coordinate schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Incorporate agreed comments into documents, making full use of shared drives and software capabilities.
• Assist in preparation and logistical planning for various events e.g. conferences, workshops, negotiations, etc.
• Maintain current the distribution lists, phone/address lists of projects and distributes documents for the team.
• Coordinate airline and hotel bookings for team members’ travel overseas and within the country.
• Support the team on operational tasks including data collection and reporting requirements.
• Monitor, under guidance from staff in a specific discipline (e.g., resource management, procurement, financial management) specific activities.
• Track assigned task/project steps/timetables, coordinates with relevant staff and provide assistance and/or information on project-related matters.
• Maintains up-to-date work unit project and other files (both paper and electronic).
WORKING RELATIONS
Work implies frequent interaction with:
Internal Contacts:
• Office Manager
• Sustainable Development Team in Indonesia
• Staff in all locations, locally and internationally
• Units providing cross-support
External Contacts:
• Government Officials
• Consultants
• External Organizations, including donors.
- Minimum Education: College or Diploma (D3) or Undergraduate degree, or Diploma degree combined with some relevant practical experience, or equivalent combination of education and experience.
- Minimum Years of Relevant Experience: 1 (internal) and 5 (external).
- Applied knowledge of Bank's organization, relevant business practice and procedures, including records management and filing procedures.
- Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software.
- Knowledge of and ability to execute business processes involving diverse and intricate work procedures related to the processing and production of assigned outputs in a timely manner.
- Good knowledge of unit's business processes and procedures, and ability to make appropriate linkages in work requirements and anticipate next steps.
- Ability to retrieve reference materials from various sources (e.g., databases, IRIS or other filing systems, Joint Library, Internet, etc.).
- Effective time management and organizational skills.
- Demonstrated initiative and resourcefulness.
- Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural environment.
- Proficient English skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
- Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
- Ability to adapt to changing business needs by continuous learning/training.
- Ability to produce high-quality work under pressure.
- Ability to pass relevant Bank Group tests in place at time of recruitment (e.g. English language, computer applications, etc.) as required.
• Passing score on language-specific speaking and writing tests, demonstrating a substantial level of fluency and ease of speech.
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