Job # 121515
Job Title E T Temporary
Job Family Administration
Location Addis Ababa, Ethiopia
Appointment Local Hire
Job Posted 18-Jun-2012
Closing Date 02-Jul-2012
Language Requirements English [Essential]
Background / General description
The Donor Coordination Team of the Productive Safety Nets Programme (PSNP) & Household Asset Building Programme (HABP) seeks to locally recruit a Team Assistant based in Addis Ababa, Ethiopia. This is a one (1) year Extended Term Temporary Contract (subject to renewal depending on funding, performance and business need). The Donor Co-ordination Team (DCT) supports development partners in their information and analytic needs, while monitoring and coordinating activities of the program, facilitating communications between Government and PSNP partners, and managing the large volume of studies and technical assistance mobilized in support of the Program. The functions, roles, and responsibilities of the DCT have, and will continue to evolve commensurate with the design and requirements of the third phase of the program. Objectives of the Team Assistant is to provide administrative support within the PSNP and HABP, related to all activities that impinge on donor/donor and donor/GoE relations; and to provide administrative support on all aspects of the PSNP and HABP to the Donor Working Group.
Duties and Accountabilities
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 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, etc.).
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.) monitors 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 project/product contacts, and distributes documents for the team.
Maintains up-to-date work unit project and other files (both paper and electronic).
Assists team or work unit by translating/drafting a variety of routine documents, applying effective proofreading and grammar skills in English and other languages.
Contribute to ongoing coordination and harmonization among members of the PSNP & HABP Donor Working Group and PSNP & HABP Donor Working Group (DWG) and Government
Regular follow-up of agreed actions of DWG, Task Forces, Technical Committees, Joint Strategic Oversight Committees and Joint Review Missions
Regular updating of budget
Draft memos, minutes, letters, reports – as required
Support [agenda preparation, minutes, discussion papers, background documents, follow-up of agreed actions, comment consolidation, etc] to DWG, JSOC, Technical Committees and selected Task Forces.
Provide support to Rapid Response Mechanism
JRIS Missions: In addition to overall management support and participation in technical working group(s) during the mission, work closely with FSCD to collect data and consolidate regional Implementation Progress Reports to prepare a Federal Implementation Progress Report, assist in the preparation of issues papers identifying outstanding issues and lessons learnt, update electronic archive and disseminate to all stakeholders
Support to consultancy work, as required [i.e. coordination and preparation for dissemination workshops, etc]
Other assignments given by the DCT/DWG, Task Forces, etc.
COMPETENCIES Technology and systems knowledge - Demonstrates advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.). Has ability and willingness to maintain up-to-date knowledge and skills as technology. Project and task management - Exhibits good organizational, problem-solving skills and ability to work competently with minimal supervision. Demonstrates attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule. Institutional policies, processes, and procedures - Demonstrates knowledge of own department’s programs and products, knows key players, understands own role. Displays understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them. Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrates motivation to avail and adapt oneself to effecting change. Client Orientation (ACS) - Exhibits positive and professional client service attitude; is able to understand clients’ needs and complete them professionally. Learning, knowledge sharing and communication (ACS) - Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able learn and share knowledge/information across the unit. Business judgment and analytical decision making (ACS) - Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquires. 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 - Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view. OTHER SELECTION CRITERIA • High school diploma (essential)/Bachelor of Arts (desirable) in a related area of Expertise. • At least 2 years of relevant work experience; Sound working knowledge of the public sector in Ethiopia. • Proven ability to multi-task in a complex and demanding environment. • Excellent verbal and written communication skills in English language.
How To Apply;
Monday, 2 July 2012
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