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.