Team Assistant - World Bank

الصفحة الرئيسية

Team Assistant - World Bank

  • Job #: req21186
  • Organization: World Bank
  • Sector: Administration/Office Support
  • Grade: GB
  • Term Duration: 2 years 0 months
  • Recruitment Type: Local Recruitment
  • Location: Gaza, West Bank & Gaza
  • Required Language(s): English, Arabic
  • Preferred Language(s):
  • Closing Date: 2/28/2023 (MM/DD/YYYY) at 11:59pm UTC

Country and Position Context

The Bank’s West Bank Gaza program is led by a Country Director based in the field. The two focus areas of the assistance strategy under development —joint across IFC, MIGA and the World Bank—are: (i) Strengthening Institutions for Economic and Social Prosperity; and (ii) Boosting Innovation and Diversification for a Well-Connected Palestinian Economy.

The Bank’s program in West Bank and Gaza (WB&G) assists economic development in Gaza and the West Bank and supports service provision and strengthening of the Palestinian Authority (PA) and its agencies and institutions. The program is entirely grant-based and financed through Trust Funds. Since the establishment of the Trust Fund for Gaza and West Bank (TFGWB) in 1993, the Bank has financed projects worth more than a 1.4 billion dollars in the WB&G through this instrument. Grants from the TFGWB leverage complementary resources of development partners (DPs), including the Partnership for Infrastructure Development Multi-Donor Trust Fund (PID MDTF) other World Bank-administered TFs to which DPs contribute, supporting such critical areas as aid coordination, public financial management and social protection. The development objective of the Partnership for Infrastructure Development Multi Donor Trust Funds (PID MDTF) is to improve the coverage, quality, and sustainability of infrastructure through financial and technical assistance (TA) to the PA for infrastructure development, related capacity building, and institutional development in the water, urban development, and energy sectors. The MDTF provides a fiduciary instrument to streamline financing by DPs of projects and programs defined within the context of the World Bank’s Assistance Strategy (AS) for the WB&G. PID MDTF supports both recipient-executed and Bank-executed activities.

Duties and Accountabilities


The Administrative and Client Support 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. S/He will report to the Operations Officer and will coordinate extensively with the Program Leader/s for Sustainable Development and Infrastructure, sector Task Team Leaders (TTLs) and their team members in the West Bank & Gaza office and at headquarters as well as with external counterparts and Development Partners (DPs).

Duties will include, but are not limited to:

  1. Provide high quality support to the Country Management Unit (CMU), the Program Leaders, specific sector TTLs, and their teams located in Jerusalem and in Headquarters, including coordination with clients and internal teams for scheduling of appointments and missions, monitoring documents for signature/approval; monitoring and following up on issues and priorities; compiling data from different internal and external sources; drafting and handling routine correspondences.
  2. Exercise quality enhancement functions for project and other documents by proofreading materials and quality formatting and editing data in a professional manner; incorporating agreed comments into documents; making full use of shared drives and software capabilities; using Word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc.
  3. Provide administrative support in the management of the PID MDTF, including the organization of semi-/annual Oversight Group and technical meetings, facilitate relationships and coordination with DPs, prepare and make available on a regular basis the information that is required by DPs, such as unaudited financial statements and calls of funds.
  4. Manage the team's operational document production which requires keeping abreast of Bank and Regional guidelines and procedures; support consultant hiring processes; track project milestones timetables, coordinate with relevant staff and help and/or information on project-related matters as needed.
  5. Properly file and update all documents both paper and electronically in SharePoint; input data in Bank's systems (i.e., e
  6. Consult, Admin Portal, Operations Portal) as needed.
  7. Assist in preparation and logistical planning for teams and visiting missions and events, e.g., preparing travel, meetings, and agendas; mission announcement letters; post-mission documents; logistical arrangements; etc.
  8. Liaise with counterparts and development partners, maintain current distribution lists, and phone address lists of internal and external counterparts.
  9. In conjunction with and under guidance from staff in a specific discipline (i.e., Operations Officer and Resource Management), monitor specific activities, (e.g., task budget, etc.) within their teams or clusters.
  10. Ensure smooth flow of information and knowledge-sharing with the unit’s ACS team; provide back-up support as needed; adapt to changing business needs by continuous learning.

Detailed Tasks

Operational Support
  1. Exercise quality enhancement function for project and other documents by proofreading materials and quality format and edit data in a professional manner; incorporating agreed comments into documents; making full use of shared drives and software capabilities; using Word processing or desktop publishing skills to produce complex text, reports, figures, graphs
  2. Submit portal packages for concurrence and decision for Concept Notes, Progress Reviews, Decision Review, and prepare portal invites as well as reminders
  3. Advise teams on timelines, Bank guidelines and policies
  4. Participate in the developing of a product timeline and handle monitoring and update of milestones
  5. Upload deliverables of work programs in the operational portal
  6. File project documents in SharePoint
  7. Troubleshoot issues in operations portal on behalf of the project team
  8. Follow up on end of FY deadlines for commitments, accruals and books closing
  9. Participate in Operational Team meetings, draft minutes and ensure timely clearance and distribution
  10. Ad hoc tasks related to operations as requested by PLs and TTLs
  11. Draft, clear and distribute mission announcement letter MAL / Statement of Mission Objectives SMO
Admin Support
  1. Handle meetings logistics for internal teams with the counterparts/clients
  2. Handle translation of simple documents (Arabic to English or English to Arabic)Creation of trip requests for consultants and external participants in the system, facilitate travel advance, collecting payment receipts and submitting the expenses in the system per the Travel policy and proceduresFollow-up on visa requirements
  3. Arrangement of workshops with the counterpart in coordination with the CO colleagues and per the country office procurement procedures
  4. Support in the contracting process of hiring STC/STTs (Short Term Consultants/Temporaries)Work with HR re: recommendations for rates and feel levels for STC/STTs
  5. Processing STC/STTs contracts via Admin portal on behalf of the TTL, compiling all requirements for recruitment, monitoring of deliverables, following up pending items to facilitate their timely completion
  6. Troubleshoot issues related to submission of STC/STTs’ payment requests including bank information upload
  7. Monitor STC/STTs contracts end dates and coordinate with the responsible TTL the contract extension prior to expiry, if needed
  8. Create consultancy firms’ contracts via Adminportal or econsultant2 and assist TTL to monitor the contract end date and payments timely submission for processing
  9. Keep TTLs posted on end of FY deadlines relates to Travel, STC/STCs appointments & payments, Purchase Orders, Non-POs payments
  10. Coordinate with the office Resource Management Officer any required new vendor registrationFollow-up with the office procurement committee on the implementation of relevant approved procurement plan
  11. Follow up with vendors on invoices timely submission for due payments, check invoices compliance with Bank’s requirement and submit payments to Chennai responsible team for processing
  12. Participate in country office committees, as needed, such as inventory committee, procurement committee, retreats committee

Selection Criteria

  1. Minimum Education: High school diploma with at least 2 years of relevant experience, or equivalent combination of education and experience (BA or similar degree strongly preferred).
  2. Basic understanding of the development sector in West Bank and Gaza.
  3. Excellent oral and written fluency in Arabic and English.
  4. Well organized and effective time management skills.
  5. Strong analytical, numerical/computer and communication skills.
  6. Ability to build and maintain relationships and networking.
  7. Ability to handle multiple tasks under pressure of short deadlines.
  8. Ability to learn about World Bank operational guidelines and procedures.
  9. Flexible team player and ability to work in a multi-cultural environment.
  10. High degree of discretion, ethics, and sensitivity in handling confidential and sensitive information

How to Apply

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