Duties and Accountabilities:
Project support:
• Assist TTL(s) with field visits and client interactions on projects; routine mission scheduling; tracking day to day activities for assigned projects; hiring of consultants and firms using appropriate office procedures and systems;
• Assist team in preparing/drafting variety of standard documents needed for various stages of the project cycle, incorporate agreed comments into documents, quality enhancement for all mail and
document editing and transmitting to the client including formatting/spell check, monitor and update activity milestones, monitor task budgets, etc.;
• Carry out full range of office support work, including managing processes and monitoring schedules related to their team's/unit's products and tasks;
• Maintains up-to-date project and other files in the official repository of the World Bank systems;
• Draft routine correspondence materials, using proper grammar, punctuation and style. Attend meetings, draft minutes and ensures timely clearance and distribution.
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes.
• Suggest ways to enhance work organization and effectiveness. Client Interaction and coordination:
• Coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts;
• 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;
• Maintains current distribution list, phone/address lists of projects/product contacts;
• Solves non-routine problems (e.g., responds to requests requiring file search, etc.);
• Logistical support for various events, e.g., conferences, workshops, negotiations, etc. Monitor task budget/trust funds for specific projects on behalf of the team.
• Undertake ad hoc inquiries in standard and non-standard databases; retrieve, manipulate and present data.
Other duties:
• Provide back-up support for other staff and Task Team Assistants/Program assistants on project and administrative tasks in the assigned cluster and across the Kathmandu office, when required.
• Work implies frequent interaction with the following:
Internal:
• Other VP Units within WBG
• Other institutional units
• Staff in all locations, locally and internationally
• Units providing cross-support
External:
• Government Officials
• Senior Executive Officers of other organizations
• External Counterparts
• Consultants