Team Assistant, Ankara, Turkey

Organization: The World Bank

Country: Turkey

City: Ankara, Turkey

Office: World Bank in Ankara, Turkey

Closing date: Friday, 26 March 2021

Team Assistant

Job #: req11245

Organization: World Bank

Sector: Administration/Office Support

Grade: GB

Term Duration: 3 years 0 months

Recruitment Type: Local Recruitment

Location: Ankara,Turkey

Required Language(s): English, Turkish

Preferred Language(s): Closing Date: 3/26/2021 (MM/DD/YYYY) at 11:59pm UTC

Description

Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges. The WBG consists of five specialized institutions: The International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), the International Finance Corporation (IFC), the Multilateral Investment Guarantee Agency (MIGA), and the International Centre for the Settlement of Investment Disputes (ICSID). The World Bank is organized into seven client-facing Regional Vice-Presidencies, several corporate functions and 14 Global Practices to bring best-in-class knowledge and solutions to regional and country clients. Visit www.worldbank.org . REGIONAL CONTEXT:

The Europe and Central Asia (ECA) region comprises 30 extremely diverse countries, with a population of nearly 500 million people. Three of our clients are IDA only and another 2 are IDA blend countries. The remaining 25 are IBRD eligible. ECA has a strong lending pipeline as well as a large and growing portfolio of Reimbursable Advisory Services. Knowledge is critical to the Bank’s value proposition to client countries in the ECA region in both lending and advisory services. A predominantly middle-and high-income region, ECA continues to be at the forefront in confronting the numerous challenges as well addressing challenges facing in the evolving global economy. The region is at the vanguard of building regional connectivity while having to manage the changing structure of the labor market. At the same time, digital technologies are changing the nature of work, populations are aging, and large migration flows have generated social tensions that have contributed to increased political polarization. These emerging trends threaten to reverse the region’s achievements in regional integration, poverty reduction and shared prosperity. Many parts of the region continue to struggle with multiple structural weaknesses, including high public debt burdens, tight fiscal space, low investment, lack of contestable markets, and financial sector vulnerabilities.

The ECA region is also one of the most vulnerable to climate change. It has a large potential to strengthen climate change resilience and improve energy efficiency, thereby reducing its contribution to climate change. Other important challenges affecting parts of the region include frozen conflicts and domestic political instability. In view of these challenges, the ECA regional strategy is to help countries (i) create Solid Foundations for higher productivity and resilience macroeconomic and financial stability, effective governance and institutions, enabling the environment for the private sector-led growth, and capacity to address global public goods, especially climate change; (ii) build an environment for Productive Individuals to overcome vulnerability and achieve middle-class statusinvesting in maternal and child health, investing in safety nets to protect households during times of adversity, improving labor productivity and labor force participation to achieve higher incomes, fostering inclusion and engaged citizenry for shared prosperity; and (iii) Enabling Markets to achieve sustained and inclusive growthsupport private sector growth, promote entrepreneurship, competition and innovation, facilitate access to new markets, foster regional economic integration, and participate in global value chains.

COUNTRY AND UNIT CONTEXT:

Turkey is one of the largest countries in ECA, with per-capita GDP on the verge of reaching high-income. Solid growth, accelerated by deeper integration with the European Union, helped more than triple GDP per capita and incomes for the bottom 40 percent over 2002-12, with a large decline in poverty and remarkable improvements in health and education outcomes. Following the global financial crisis, demand shocks to the economy, including an attempted coup in mid-2016, prompted the government to stimulate the economy through increased public consumption, credit expansion, minimum wage increases, and incentives to employers. These policies delayed much needed structural reforms and ultimately resulted in overheating, which together with a sharp depreciation of the Turkish lira in the summer of 2018 fueled inflation and threatened some of the economic and social gains of the past two decades. In this context, the influx of 3.6 million refugees from the conflict in Syria further complicates Turkey’s challenges.

Against this background, the World Bank Group’s 2017 Country Partnership Framework, based on a Strategic Country Diagnostic completed in 2016, is formulated around three pillars: sustaining growth, building inclusion, and ensuring sustainability. The IBRD portfolio counts 14 active operations. In addition, IBRD is currently managing EU trust funds benefiting Syrian refugees and Turkish host communities. Turkey in recent years has been among the largest clients of both IFC and MIGA. The CPF runs through the end of FY21 and Program and Learning Review of the CPF (recently sent to the Board) requests a two-year extension and proposes a greater focus on systemic impact through our operational engagements, the pursuit of development impact through ASAs, a deepening of the development approach under the refugees support agenda, increased attention to institutional strengthening in support of the path to IBRD graduation, and a deepening of the Bank’s support to Turkey climate action agenda.

The World Bank Country Office in Turkey is looking for a highly organized and highly motivated Team Assistant. The Team Assistant will provide administrative and client support to selected Operational Staff. The selected candidate will be a core member of the Administrative and Client Support (ACS) team of the Turkey Country Office and will carry out a range of office support work, including managing processes and monitoring schedules related to team’s/unit’s products and tasks. The Team Assistant will report to the Country Director and work under the day-to-day supervision of TTLs in relevant GPs and the Senior Executive Assistant in the CMU. He/she will need to coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as Government officials, consultants and external organizations .

DUTIES AND ACCOUNTABILITIES:

The Team Assistant’s duties and accountabilities include, but are not limited to, the following:

Provide office support work within a project team including managing processes and preparing and monitoring team schedules, organizing interpreters and translators, making hotel and travel reservations.

Support the project teams in project preparations including drafting a variety of standard documents, proofreading materials, translating short documents.

Maintain up-to-date project files, assist the project teams in proper data filing, respond to requests requiring data collection and file search.

Attend mission meetings as required, draft minutes and ensure timely clearance and distribution.

Assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.

Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes, and independently determine the appropriate application.

Suggest ways to enhance work organization and effectiveness.

Maintain excellent relations with internal and external stakeholders, vendors and clients to facilitate and ensure optimal outcomes.

Organize incoming mission agendas (draft letters, organize meetings with the Government, provide daily support to the visiting missions, etc.)

Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to World Bank format and distribution.

Collect and input data provided by Task Team Leaders (TTLs) into the central database, including processing new project status reports.

Keep abreast of the Organization’s directives and ensure effective processing of all project documents.

Draft correspondence (standard letters, memos, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation and style and proofread materials.

Draft minutes of meetings and help in editing large documents.

Maintain up-to-date unit project files (both paper and electronic) and retrieve data from various sources and compile these for use by the TTLs, Country Manager and/or the Country Management Unit (CMU).

Answer internal and external queries on the assigned portfolio or, as necessary.

Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.

Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.

Track and report on appropriate aspects of the Team’s operational activities.

Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information.

Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters.

Tags advisory services central asia child health climate change data collection economic integration energy efficiency entrepreneurship extreme poverty financial crisis financial stability international finance interpreter investment disputes office management operational activities poverty reduction project preparation public debt public goods reconstruction refugees regional integration sustainable development syrian refugees time management translator trust funds value chain work organization

Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, board presentation and signing, etc.

Provide, when necessary, back up support and/or assistance to other ACS colleagues in coordination with the Senior Executive Assistant in order to ensure smooth operation of the office.

Selection Criteria

Diploma in Secretarial Studies, Office Management or Business Administration with at least three (3) years relevant work experience in a large International or Service or Private Sector Organization, or Bachelor’s degree in a relevant field.

Excellent communication skills in English and Turkish (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.

A quick learner and a self-starter with limited supervision required.

Willingness and ability to deliver under tight deadlines; ability to produce high-quality work under pressure.

Excellent organizational skills and ability to manage multiple, fast-moving tasks and responsibilities effectively; effective time management and organizational skills

Attention to details with an appreciation for how they impact the big picture.

Capacity to follow up systematically, efficiently, and proactively on a broad set of initiatives and decisions.

Demonstrated use of initiative and ability to make appropriate linkages in work requirements and anticipate next steps; and to follow through on team priorities in the absence of the team leader and respond to requests for information.

Committed, dedicated and a team player with ability to deal tactfully and effectively with staff and clients in a multi-cultural environment.

Excellent interpersonal skills and collaborative team skills; ability to interact tactfully and effectively with staff at all levels; ability to work as part of a team in diverse and multi-sector environment;
Proficiency in Microsoft office applications, i.e. Word, Power Point and Excel. Knowledge of advance commands such as Macros in Excel.

Ability to undertake research on operational issues with minimum supervision, organize data and information concisely.

Experience with and understanding of the international development landscape (e.g. UN Agencies, IFIs), non-government sector, bilateral and multilateral donors and government structures would be a plus.

In addition to the above selection criteria, the following competencies are expected of the successful candidate:

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 can 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 - Exhibits positive and professional client service attitude; can understand clients‘ needs and complete them professionally.

Drive for Results - Takes 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.

Knowledge, Learning and Communication - Has good knowledge of official unit’s language(s). Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.

Business Judgment and Analytical Decision Making - 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 inquiries

Poverty has no borders, neither does excellence. We succeed because of our differences and we continuously search for qualified individuals with diverse backgrounds from around the globe.

Link to the organization’s job offer: https://unjobs.org/vacancies/1615745456139