Team Assistant

Vacancy Announcement

Job Title:            Team Assistant
Appointment:  Local hire – 1 year term with extendable option
Location:            Hanoi, Vietnam

See below for the complete job description.

Description

IFC — a member of the World Bank Group — is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet. For more information, visit www.ifc.org.

IFC Hanoi office is seeking to recruit a Team Assistant (TA) to assist in the country activities of the IFC. TA carries out a full range of office support work, including supporting processes and monitoring schedules related to their team’s/unit’s products and tasks. TA coordinates extensively with service units and liaises frequently with team members both at headquarters and in the field, as well as external counterparts. TA may also be assigned responsibility for some aspect of the unit’s administrative functions. The position will report to the Head of Administrative and Client Support (ACS) who will provide supervision and guidance.

Roles and Responsibilities:

• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style. Using word processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution. Incorporating agreed comments into documents, making full use of shared drives and software capabilities.
• Making travel arrangements, including travel itineraries, hotel arrangements, ground transportation, visa arrangements, etc. Coordinating with travel agency and other regional offices to ensure that logistical arrangements for the trips are well planned and prepared. Maintaining and regularly distributing accurate schedules of staff travel and visiting missions
• Understanding of IFC guidelines and procedures for project cycles; Ensuring effective filing of a variety of documents and correspondence, including primary project information, appropriate clearances, uploading and downloading documents in iDesk/ASOP etc.
• Assisting in planning and monitoring of project-related activities, i.e. logistical arrangements for regular meetings and client visits, teleconferences and videoconferences, guest passes, etc. Maintaining up-to-date travel, administrative and unit files.
• Coordinating schedules, taking priorities into account, monitoring and communicating changes and other information to the appropriate staff, inside and outside the immediate work unit, including IFC stakeholders.
• Tracking assigned task/project steps/timetables, coordinating with relevant staff and providing assistance and/or information on project-related matters. Maintaining up-to-date work unit project and other files (both paper and electronic).
• Participating in regular ACS staff meetings and sharing responsibility with other ACS team members to prepare agendas, chair meetings and share relevant information. Providing updates and follow up on any identified action items.
• As part of a team in Hanoi office and in the Mekong region works collaboratively with ACS staff across all offices.
• Providing back-up support to other ACS peers in their absence or during periods of heavy workload.

NOTE: We are hiring 2 positions against this requisition.

Selection Criteria

• Diploma or bachelor degree with at least 3 years of relevant experience, with solid knowledge of IFC / WBG operational procedures (preferred) or demonstrated strong capability to understand and implement corporate policies and Procedures.
• Excellent written communication skills, ability to draft a variety of correspondence and edit materials independently;
• Experienced working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short
  notice.
• Demonstrated capacity to multitask and prioritize workload, work with minimal supervision with initiative and resourcefulness. Ability to follow through team’s priorities and respond to requests for information in a timely manner.
• Excellent time management and organizational skills. Ability to demonstrate good judgment, tact and high level of discretion in dealing with confidential and sensitive matters.
• Outstanding interpersonal skills and sound judgment to effectively deal with staff at all levels.
• Full proficiency in English, both written and spoken;
• Proficiency and prior experience in MS Office: Excel, Word, PowerPoint and Outlook.

IFC offers a challenging and rewarding work environment, attractive compensation and excellent career opportunities.

Interested candidates should review the complete job description and selection criteria and apply on-line at http://www.ifc.org/careers and choose vacancy number req30419. Please note that you need to register before submitting your application. The closing date is 30 November 2024. All applications will be treated in the strictest confidence. Please note that only short-listed candidates will be contacted.