Description:
Team Assistant
Job #: req32382 Organization: IFC Sector: Administration/Office Support Grade: GB Term Duration: 3 years 0 months Recruitment Type: Local Recruitment Location: Sydney,Australia Required Language(s): English Preferred Language(s): Closing Date: 3/27/2025 (MM/DD/YYYY) at 11:59pm UTCDescription
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.
The IFC Sydney Office has a vacancy for a Team Assistant to provide high-quality administrative and client services support.
Under the supervision of the Senior Country Officer and Office Administrator, the Team Assistant will provide a full range of administrative support functions, which also includes quality assurance, liaison with internal and external clients, and general research and reference work.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3-year term appointment.
IFC values diversity and encourages all qualified candidates who are nationals of IFC member countries to apply, regardless of gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Role & Responsibilities:
• Drafting routine correspondence and proofreading materials using proper grammar, punctuation, and style.
Support staff with preparation of informative materials such as presentations, blurbs, and social media posts.
• 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.
• 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.
• Work alongside and collaborate with ACS staff across the Pacific Region’s offices
• Providing Reception support and backup ACS peers.
Selection Criteria
Essential Specialized Skills & Knowledge
• Excellent written communication skills, ability to draft a variety of correspondence in formal and executive styles 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.
• Positive, proactive attitude and willingness to learn
Minimum Education/Experience
Diploma or bachelor’s degree with at least 3 years of relevant experience, with demonstrated strong capability to understand and implement corporate policies and Procedures.
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 and workflow change.
• Project and task management - Demonstrates good organizational skills, and ability to work capably with minimal supervision in a fast-paced and deadline-oriented environment; can identify and resolve routine and non-routine issues. Able to stay organized, calm, and constructive in stressful situations. Able to select task and project delivery process and schedule, can manage multiple tasks within tight deadlines; demonstrates willingness to do what it takes to get a task completed within the agreed schedule. Demonstrates orientation to detail and quality; able to independently conduct quality control of own work (review for accuracy, fulfillment of relevant requirements, etc.)
• Institutional policies, processes, and procedures - Demonstrates knowledge of own unit/department's programs and products, and how they fit into the mission of the IFC; knows key players, understands own role and value added to the team and to the organization. Displays good understanding of IFC policies and procedures relevant to the area of assigned responsibilities and is able to apply and implement them with minimal supervision.
• Versatility and adaptability - Demonstrates flexibility and is receptive to the implementation of new solutions. Demonstrates willingness to avail and adapt oneself to effecting change. Demonstrates willingness to undertake tasks that stretch his or her capability.
• Lead and Innovate - Proactively identifies problems or obstacles in area of assigned responsibility. Considers own behavior in context of WBG's values and mission. Understands and displays flexibility to adapt to department needs.
• Deliver Results for Clients - Displays a positive and professional service-orientation in client interactions. Demonstrates understanding of department's key programs and/or products and how they are related to the larger organization. Prioritizes requests and/or tasks according to priority and highest impact for clients.
• Collaborate Within Teams and Across Boundaries - Actively collaborates with others in own team and displays an open, helpful attitude toward others. Approaches conflicts as common problems to be solved. Includes others in own work and thinking. Considers the impact of work on WBG.
• Create, Apply and Share Knowledge - Demonstrates initiative in building and growing own skills. Understands own knowledge and learning gaps. Takes feedback constructively and provides feedback on the work of others.
• Make Smart Decisions - Thinks through problems and articulates the appropriate course of action. Takes action once decisions are made.
Salary and Benefits (What IFC offers)
The International Finance Corporation offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; paid leave, including parental leave; and reasonable accommodations for individuals with disabilities. Explore the full range of our worldwide benefits here: www.ifc.org/en/about/careers/benefits.
The World Bank Group is committed to providing competitive compensation and transparency in salary ranges. For most of our positions, we generally offer starting salaries between the minimum and the midpoint of the salary scale, commensurate with your skills, experience, and qualifications. For more information visit the WBG Compensation Scales site.
World Bank Group Core Competencies
The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.
We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.
Learn more about working at the World Bank and IFC , including our values and inspiring stories.