Team Assistant, Jakarta, Indonesia

Background / General description:

Climate change is a strategic and development challenge facing Indonesia. Indonesia is vulnerable to the impacts of climate change and emits significant levels of green house gases (GHGs). The largest share of current emissions comes from land use and land use changes (forest fires, illegal logging, peat-land & forest degradation and deforestation), but Indonesia's fossil fuel's emissions are growing rapidly, faster than GDP and energy consumption, and represent the larger concern for the long-term. The World Bank is assisting the GOI in addressing climate change by analyzing Low Carbon Development Options and developing new climate finance options, including CTF, FCPF, FIP and a DPL. The main objectives of this work are to help Indonesia to further lower the carbon intensity of its development path; to identify fiscal policy opportunities and incentives to promote mitigation and adaptation; and to identify innovative sources of financing to support Indonesia's development response to climate change.

Indonesia is also prone to natural disasters that place considerable strain on government and public resources. Building safer communities and investing in community preparedness and environmental rehabilitation, will reduce Indonesia's vulnerability to and the impact of future natural disasters, including those related to climate changes. The main challenge is to shift away from a reactive approach, and begin to incorporate disaster risk management in mainstream development programs. The World Bank is managing GFDRR funds to assist the government to enhance the regulatory framework under the new Law on Disaster Management, to devise a fiscally responsible risk-financing strategy to ensure resilience, to invest in disaster prevention and response for local governments, communities and the private sector.

Objective and Requirements

To support the World Bank and GOI agencies collaborating on this expanding Climate Change and Disaster Management agenda, the World Bank needs the services of a team assistant to handle operational processing and support the team in administrative matters. The Team Assistant is expected to carry out the full range of office support work, including managing processes and monitoring schedules related to their team's/unit's products and tasks, including managing publications and some liaison with the clients. The TA will report to the Environment Coordinator work under close supervision and guidance and will also work with the Disaster Coordinator and his team and consultants. She/he will coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field.

Note:

A potential candidate has been identified and intends to apply for this position. However, this remains a competitive process and interested candidates are encouraged to apply.

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 term appointment.

Duties and Accountabilities:

Summary of major job accountabilities

• Provide effective and high quality support to the Environment Coordinator, Disaster Coordinator and respective Task Team Leaders.
• Drafts routine correspondence, assists in document production, and proofreads materials using proper grammar, punctuation, and style - while also sharing materials systematically through internal shared drives and software capabilities.
• Uses word and spreadsheet processing or desktop publishing skills to produce complex text, reports, figures, graphs, etc., according to standard Bank formats and distribution.
• Process documents for signature, ensuring documents adhere to the World Bank's standards and guidelines.
• Coordinates schedules taking priorities into account, monitors changes, and communicates the information to appropriate staff, inside and outside the immediate work unit, including officials outside the Bank Group.
• Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.
• Assists in procurement process through E-Consult and for tasks through the PO system, including layout and printing of publications.
• Tracks assigned task/project steps/timetables, coordinate with relevant staff and provides assistance and/or information on project-related matters.
• Maintains current distribution lists, phone/address lists of project/product contacts, and distributes documents for the team.
• Maintains up-to-date work unit project and other files (both paper and electronic). Monitor and alert Task Team Leaders of their respective task budget/trust funds status.
• Organize mission activities which include preparation/updating of mission itineraries and briefing materials, coordination of meeting schedule, travel, and security arrangements, etc. Participate in selected mission activities such as meetings, event coordination work.
• Coordinate the fiscal year-end exercise within the unit/team, in collaboration with the RMO, TP to ensure budget and accrual deadlines are met, consultant payments processed, open commitments closed, travel expense statements submitted, and the budget clean-up exercise completed by the year-end deadline.

Selection Criteria:

Essential Specialized Skills/Knowledge/Competencies

• Familiarity with Environment and DRM team nature of works
• Applied knowledge of Bank's organization, relevant business practice and procedures, including records management and filing procedures.
• Proficiency in using advanced functions of Bank standard computer applications and adaptability to use state-of-the-art software.
• Knowledge of and ability to execute business processes involving diverse and intricate work procedures related to the processing and production of assigned outputs in a timely manner.
• Good knowledge of unit's business processes and procedures, and ability to make appropriate linkages in work requirements and anticipate next steps.
• Effective time management and organizational skills. Demonstrated initiative and resourcefulness.
• Committed team player with demonstrated inter-personal skills and ability to work effectively in a multi-cultural environment.
• Proficient English and Indonesian skills (verbal and written), including ability to draft routine correspondence and edit materials using proper grammar, punctuation and style.
• Ability to follow through on team priorities in the absence of the team leader and respond to requests for information.
• Ability to adapt to changing business needs by continuous learning/training.
• Ability to produce high-quality work under pressure.
• Expected to have Bachelor or College degree and three years of relevant experience