Team Assistant (3 Months Contract)

SUMMARY:
To provide administrative and programmatic support, facilitate the effective delivery of its operational and non-operational work program, and assist with coordination, reporting, and procurement processes.

POSITION INFO:

KEY PERFORMANCE AREAS

Duties and Responsibilities

• The Team Assistant will work closely with the Sector Manager, Senior Operations Officer, Task Managers, and other members of the AHHD2 team to ensure timely and high-quality support in all areas of administrative and operational management.

Administrative & Program Support

• Provide secretarial assistance and general administrative support to the Manager and team.
• Maintain and regularly update the Division’s electronic filing system and databases, ensuring proper data management and retrieval.
• Support the Senior Operations Officer and Task Managers in the planning and coordination of missions, including logistical arrangements and liaison with government counterparts, partners, and Project Management Units (PMUs).
• Assist in the preparation, monitoring, and reporting of the Division’s Annual Work Programme and its periodic updates.
• Draft and format official documents, Terms of Reference (TORs), Back-to-Office Reports (BTORs), briefing notes, reports, spreadsheets, and PowerPoint presentations.
• Provide logistical and administrative support for meetings, missions, workshops, and events, ensuring smooth execution and timely follow-up of actions.
• Support the preparation of correspondence, travel authorizations, and mission expense claims in line with Bank procedures.
• Perform any other related duties as may be assigned by the Manager or Senior Operations Officer.

Procurement Support

• Support the registration of individual consultants and firms in the Bank’s Consultant Management System (CMS).
• Assist with the preparation and publication of Expressions of Interest (EOIs) and Terms of Reference (TORs).
• Support the selection process for consultant recruitment in accordance with Bank procurement policies and procedures.
• Process consultants’ contracts in the Bank’s Consultant Management System and ensure timely execution and filing.
• Follow up on contract deliverables, prepare related payment requests, and liaise with Accounting and Treasury units to ensure timely disbursement.
• Maintain and update contract monitoring tools, trackers, and databases for effective reporting and performance evaluation.

Qualifications and Experience

• Minimum of a Bachelor’s degree in Business Administration, Management, Procurement, Finance or a related field
• At least five (5) years of relevant experience in administrative and operational support, preferably within an international organization or development institution.
• Familiarity with SAP and Field Glass (Project System and Consultant Management System) and Bank’s operational systems is an asset.
• Strong organizational, coordination, and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills, with ability to work effectively in a multicultural environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and spoken command of English or French, with a good working knowledge of the other language.