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Team Assistant

1 month ago

Delhi Delhi, India IFC Systems Corporation Full time

**Team Assistant**

**Job #**:

- req26421**Organization**:

- IFC**Sector**:

- Administration/Office Support**Grade**:

- GB**Term Duration**:

- 3 years 0 months**Recruitment Type**:

- Local Recruitment**Location**:

- New Delhi,India**Required Language(s)**:

- English**Preferred Language(s)**:
**Closing Date**:

- 3/12/2024 (MM/DD/YYYY) at 11:59pm UTC**Description**

This is an office administrative support function, which contributes to the smooth running of the daily operations of the office. The Front office staff will carry out various tasks that may vary according to office needs and requirements. Duties will include handling the reception, courier services, correspondence distribution, video conference scheduling, and providing administration support in ad-hoc activities as required.

Responsibilities will involve collaboration with team members in the New Delhi Office and frequent interaction with external counterparts such as consultants, government officials, international donors, service providers, vendors, and members of the private sector and civil society.

**Roles and Responsibilities**
- Handle the reception desk - manage incoming calls, transfer callers to the appropriate person, receive and handle correspondence, handle the weekly pouch, welcome visitors, manage queries from clients and guests visiting the premises, etc.
- Assist in Video conference room bookings and meeting rooms.
- Payment coordination: Receive/forward invoices to appropriate departments.
- Coordinate the courier service vendors and maintain records for incoming & outgoing couriers.
- Provide support to IFC visiting missions and teams on the ground as required.
- Assist with (car bookings for IFC cars and rental car vendors, preparing MIS sheets, and verifying invoices).
- Handle filing, and other administrative duties as required.
- Maintain records for staff (Extn list, birthday list, update changes in the staff directory for India offices, etc.) in coordination with the admin department
- Taking stock of office stationery: e.g.: envelops, files, rubber stamps, letterhead, etc.
- Work closely with the ACS team and provide general administrative support to teams during events, workshops, conferences, etc.
- To work closely with the Office Administrator, and ACS team on the smooth function of the reception, and meeting rooms and support ACS colleagues on the basic requirements of the front office
- Assist a team of Investment or Advisory staff with admin responsibilities like assisting in travel/visa arrangements, scheduling client meetings, team lunches/conference arrangements, record management, settling training invoices, and filing of SOEs.

**Selection Criteria**
- Fluent in English
- High School degree required, College degree preferred, with 3 to 4 years of relevant work experience.
- Excellent interpersonal and communication skills and the ability to interact effectively with clients and staff at all levels.
- Ability to draft and translate simple correspondence as required.
- Prior experience in a similar office assistant role; experience in a client service function in a multi-lingual environment would be a plus.
- A proven team player, deeply committed to working unselfishly and highly collaboratively as part of a multi-disciplinary team to contribute productively to the team's work and output; demonstrating respect for different points of view; always acting with integrity to build trust with team members and external clients and partners.
- Follows guidance from supervisor promptly and proactively.
- Displays World Bank Group’s core values and mission.
- Works with professionalism and exemplary dedication to our clients.
- Working knowledge/ Relevant experience in another UN agency is an asset.

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._

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