The Business Assistant position will be formally mapped to General Services Department Program Coordination Unit (GSDPC), under the general guidance of the Manager, GSDPC and the supervision of a GSDPC Team Leader. The position is located in Chennai, India and will have to work in night shifts to mirror working hours of the HQ of the Bank in Washington DC.
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 2 year renewable term appointment.
JobId : 102555
Job Title : Business & Admin Assistant
Job Family : General Services
Location : Chennai, India
Appointment : Local Hire
Closing Date : 14 January 2011
Language Requirements : English [Essential]
Duties and Accountabilities
Provide primary administrative support and assistance in the implementation of GSD Business units’ work programs.
• Coordination with Project Managers and vendors for ensuring that the vendor invoices are processed and expenses recorded in a timely manner.
• Step into the role of administrative support to the Customer Service Representatives/Project Managers of the Business units which will include archiving source files, organizing and aligning legacy documents, payments to vendors.
• Performing a variety of miscellaneous functions as requested. These may include updating the team links while the Business units’ websites are fine-tuned, providing vendors with support material, providing word counts, initiating request forms via GSD e-services, formatting and checking documents, administering tests to new vendors as and when requested.
• Management of records for the various Business units. File Purchase Orders, Contracts, Insurance Certificates, Vendor Records, deliverables and other documentation. Provide overall delivery of imaging and proper records management in the File Room.
• In consultation with the Project Managers and other Business unit Assistants, coordinate creation of purchase orders, replenishment of purchase order commitments, accrual of expenses etc.
• Ensure that Bank’s confidential information is protected in a manner consistent with Bank information security policy, procedures and standards.
• Provide assistance to both Bank staff and external vendors and respond to specific requests for services/materials.
• Coordinate and schedule meetings. When required, attend meetings, draft Minutes and ensure timely clearance and distribution (e.g., pre-bid conferences, team meetings).
• Provide training and support to Bank staff on retrieving required documentation. Training and support include imaging, screening, retrieving, printing, down-loading and copying of documents. Organize and manage files both manually and electronically as necessary to ensure continuity of practice.
• Prepare periodical updates on the activities of Business units in consultation and coordination with the units.
• Other duties as assigned.
Job Title : Business & Admin Assistant
Job Family : General Services
Location : Chennai, India
Appointment : Local Hire
Closing Date : 14 January 2011
Language Requirements : English [Essential]
Duties and Accountabilities
Provide primary administrative support and assistance in the implementation of GSD Business units’ work programs.
• Coordination with Project Managers and vendors for ensuring that the vendor invoices are processed and expenses recorded in a timely manner.
• Step into the role of administrative support to the Customer Service Representatives/Project Managers of the Business units which will include archiving source files, organizing and aligning legacy documents, payments to vendors.
• Performing a variety of miscellaneous functions as requested. These may include updating the team links while the Business units’ websites are fine-tuned, providing vendors with support material, providing word counts, initiating request forms via GSD e-services, formatting and checking documents, administering tests to new vendors as and when requested.
• Management of records for the various Business units. File Purchase Orders, Contracts, Insurance Certificates, Vendor Records, deliverables and other documentation. Provide overall delivery of imaging and proper records management in the File Room.
• In consultation with the Project Managers and other Business unit Assistants, coordinate creation of purchase orders, replenishment of purchase order commitments, accrual of expenses etc.
• Ensure that Bank’s confidential information is protected in a manner consistent with Bank information security policy, procedures and standards.
• Provide assistance to both Bank staff and external vendors and respond to specific requests for services/materials.
• Coordinate and schedule meetings. When required, attend meetings, draft Minutes and ensure timely clearance and distribution (e.g., pre-bid conferences, team meetings).
• Provide training and support to Bank staff on retrieving required documentation. Training and support include imaging, screening, retrieving, printing, down-loading and copying of documents. Organize and manage files both manually and electronically as necessary to ensure continuity of practice.
• Prepare periodical updates on the activities of Business units in consultation and coordination with the units.
• Other duties as assigned.
Selection Criteria
• A Bachelors degree (preferably in Commerce or Business) with 2 years or more of relevant experience.
• Thorough knowledge and use of all relevant computer software and databases (MS Office, Word, Excel, PowerPoint).
• Excellent command of the English language with very strong written skills.
• Excellent interpersonal and communication skills; ability to interact responsively and tactfully with a variety of external and internal audiences at all levels.
• Excellent organizational, administrative and time management skills with a proven ability to work promptly and efficiently under pressure and meet tight deadlines with a minimum of supervision in a constantly changing environment.
• Proactive attitude, a self-starter, and a team player. Must have a high degree of motivation, resourcefulness, initiative, flexibility, reliability and a willingness to help others in meeting departmental work demands.
• Ability and aptitude for multi-tasking, handling tight deadlines, managing conflicting and evolving priorities and expand the scope of work and responsibilities as needed.
• High degree of judgment, tact, diplomacy and discretion. Demonstrated ability to deal effectively with diverse situations and ability to process and communicate matters of a sensitive and confidential nature.
• Proficient at gathering, evaluating, organizing and maintaining information/documentation in a systematic fashion.
• Proficient knowledge of records management practices including retrieval, reference, research and advisory services.
Find more details on Admin Assistant Careers in World Bank and apply online.
• A Bachelors degree (preferably in Commerce or Business) with 2 years or more of relevant experience.
• Thorough knowledge and use of all relevant computer software and databases (MS Office, Word, Excel, PowerPoint).
• Excellent command of the English language with very strong written skills.
• Excellent interpersonal and communication skills; ability to interact responsively and tactfully with a variety of external and internal audiences at all levels.
• Excellent organizational, administrative and time management skills with a proven ability to work promptly and efficiently under pressure and meet tight deadlines with a minimum of supervision in a constantly changing environment.
• Proactive attitude, a self-starter, and a team player. Must have a high degree of motivation, resourcefulness, initiative, flexibility, reliability and a willingness to help others in meeting departmental work demands.
• Ability and aptitude for multi-tasking, handling tight deadlines, managing conflicting and evolving priorities and expand the scope of work and responsibilities as needed.
• High degree of judgment, tact, diplomacy and discretion. Demonstrated ability to deal effectively with diverse situations and ability to process and communicate matters of a sensitive and confidential nature.
• Proficient at gathering, evaluating, organizing and maintaining information/documentation in a systematic fashion.
• Proficient knowledge of records management practices including retrieval, reference, research and advisory services.
Find more details on Admin Assistant Careers in World Bank and apply online.
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