Team Assistant- Kolkata, India

Job #:	121829
Title:	Team Assistant
Job Stream:	Administration
Location:	Kolkata, India
Closing Date:	04/25/2013
Background / General description:
International Finance Corporation (IFC), a member of the World Bank Group, fosters sustainable economic growth in developing countries by financing private sector investment, mobilizing private capital in local and international financial markets, and providing advisory services to business and governments. Our purpose is to create opportunity for people to escape poverty and  Team Assistant is required to carry out the full range of office support work, including managing processes and monitoring schedules related to team’s/unit’s products and tasks. TA will coordinate with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts. TA will also be assigned responsibility for the unit’s administrative functions.
Duties and Accountabilities:
Responsibility: • Drafts routine correspondence and proofreads materials using proper grammar, punctuation and style. • Incorporates agreed comments into documents, making full use of shared drives and software capabilities. • Uses word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank’s formats and distribution. • Coordinates 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. • Solves non routine problems (e.g. responds to requests requiring file search) • Assist the team, as requested, in managing IFC processes related to ASOP, eConsultant, etc. for which training shall be provided  • Assists in preparation and logistical planning for various events e.g. conferences, workshops, negotiations etc. • In conjunction with and under guidance from staff in a specific discipline (i.e. Resource Management, etc) monitor specific activities, (i.e. task budget, etc) within their teams or clusters. • Tracks assigned task/project, steps/timetables, coordinates with relevant staff and provides assistance and/or information on project-related matters. • Maintains current distribution lists, phone/address lists of projects and distributes documents for the team. • Maintains up-to-date work unit project and other files (both paper and electric) • Handling of front office duties , attends to incoming calls • Provide logistical support to visiting missions / Team / Unit • Oversee the outsourced staff duties ( office boy / driver), maintain their daily attendance and leave records • Co-ordination of VCs and Tele-conferences • Ordering of office supplies and regular office maintenance • Handling of couriers / pouch services • Car bookings and verification of invoices  • Hotel and travel reservations, arranging FOREX for the team / unit • Be well versed with IFC project management and other IT systems such as eConsultant ASOP, Travel Portal, SAP, etc and assist team members in handling issues related to these systems • Be well versed with project management processed from concept development to post implementation and assist project teams in the project management process as needed • Any other duties, as requiredimprove their lives in the areas where it’s needed most.
Selection Criteria:
Applied knowledge of Bank’s organization, relevant business practice and procedures, including records management and filing procedures. • Knowledge of and ability to execute business process involving diverse and intricate work procedures related to the processing and production of assigned outputs in a timely manner. • Good knowledge of business process and procedures, ability to make appropriate linkages in work requirements and anticipate next steps. • 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 produce high quality work under pressure. • Ability to pass relevant Bank group tests in place at the time of recruitment (e.g English language, computer applications etc) • Good team player, with ability to interact tactfully and effectively with staff at all levels in a multi-cultural environment. • Effective written /verbal communication skills • Basic knowledge of MS office applications, Lotus Notes E-mail etc • Knowledge of standard office equipments e.g. Computers, photocopy, fax machines, digital sender etc. • Understanding of basic file/ record systems • Ability to work accurately and complete tasks according to specific instructions • Willingness to seek assistance from more experienced staff and learn from them • Ability to follow through on team priorities in absence of the team leader and respond to requests for information • Ability to adapt to changing business needs by continuous learning / training • Ability to retrieve reference materials from various sources e.g Internet etc. No paper mail or faxes please, only short-listed candidates will be contacted. www.ifc.org, click on ‘Careers’ and then on ‘Current opportunities. Applications should be sent in English. All applications must be submitted through this website. The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply.