Team Assistant

Berufsbezeichnung:

Team Assistant

Unternehmen

World Bank

Stellenbeschreibung

Team Assistant Job #: req30990
Organization: IFC
Sector: Administration/Office Support
Grade: GB
Term Duration: 3 years 0 months
Recruitment Type: Local Recruitment
Location: Vienna,Austria
Required Language(s): English
Preferred Language(s):
Closing Date: 1/10/2025 (MM/DD/YYYY) at 11:59pm UTCDescriptionIFC – 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. For more information, please visit www.ifc.org.The IFC office in Vienna is seeking to hire a highly energetic and motivated Team for a period of 3 years. This is a unique opportunity for a motivated candidate to build experience within a global institution with an ambitious agenda.
The selected candidate will provide comprehensive administrative and logistics support to the IFC team in Vienna. Responsibilities will include managing phone call reception, handling incoming mail services, and coordinating external visits. The Team Assistant will perform a full range of office support tasks, including office administration and receptionist duties, while supporting processes and monitoring schedules related to the team’s/unit’s products and tasks.Duties and Accountabilities:

• Provides administrative and client support to the staff based in Vienna
• Maintains schedules, sets up meetings, searches contact information
• Provides travel related logistics support to staff
• Provides logistical support to visiting missions and their project related travel in coordination with other country offices in the Europe region and beyond
• Assists in the coordination of administration/logistics for consultants hired on specific company/activity-level interventions
• Supports office-wide activities and be actively involved in organization of meetings/events/workshops and senior management visits
• Answers incoming phone calls in an efficient and professional manner
• Registers and announces visitors; ensures visitors are always met and/or escorted to relevant staff member or conference room; ensures visitors are offered tea, coffee, water
• Arranges Videoconference and Webex connections in the meeting rooms
• Makes photocopies and prepares handouts as requested by staff; makes sure that the printers are filled up with paper and the printing room is in a proper order
• Assists in organizing events, seminars, conferences in Vienna including the preparation of materials to be distributed
• Accumulates and processes general office supplies purchases monthly or as needed
• Engages external handymen for various repairs; Communicates with cleaning staff in the office on daily basis
• Assists staff in obtaining office entry cards, business cards, visas, handles diplomatic pouch shipment; processes incoming mail and distributes to all staff
• Coordinates the work of contractual drivers
• Maintains information on the location of visitors and their contacts during their stay in Vienna
• Carries out courier responsibilities as needed
• Provides strong research support and using relevant IT software to retrieve, maintain and manipulate data
• Helps the front office team standardize guidelines and processes related to internal and external event management in the Vienna office. Drafts templates and checklists for relevant event management procedures in the Vienna office
• Assists in planning, organizing, and executing a variety of events, including conferences, meetings, workshops, and social gatherings. Maintains a calendar of events for effective long-term planning & management
• Liaises with external vendors and service providers to secure contracts, negotiate terms, and ensure high-quality service standards
• Manages event logistics, including venue/room selection, catering, transportation, and accommodation arrangements
• Assists in preparing and monitoring event budgets, ensuring cost-effectiveness and adherence to financial guidelines
• Supports the development of event marketing materials, promotional campaigns, and communication strategies
• Provides on-site support during events, overseeing setup, registration, attendee management, and troubleshooting any issues that arise
• Conducts post-event evaluations to gather feedback, assess event success, and identify areas for improvement
• Performs various administrative duties to support teams planning events at the Vienna office, including scheduling meetings, maintaining databases, and preparing reports

Selection Criteria

• Bachelor’s degree in business administration, event management, hospitality or related fields preferred, with at least 2 years of experience in an international/multinational organization, or an equivalent combination of education and experience
• Ability to quickly acquire a comprehensive understanding of the World Bank Group’s organization, procedures, policies, and practices
• Strong client orientation, demonstrating a commitment to understanding and meeting client needs
• Exceptional interpersonal and communication skills, with a proven ability to work efficiently within a team
• Excellent command of both verbal and written English
• Advanced organizational, written, analytical, and computer skills, with proficiency in Microsoft Word, Excel, and PowerPoint
• Ability to work effectively in a multicultural environment and communicate ideas clearly and confidently
• Ability to set priorities, manage tight deadlines, handle multiple assignments, and work with minimal supervision in a flexible manner to meet changing deadlines
• Demonstrated ability to be an integral part of an effective team environment, exhibiting a high degree of motivation, flexibility, and reliability.

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 and , including our values and inspiring stories.

Erwartetes Gehalt

Standort

Wien

Jobdatum

Thu, 26 Dec 2024 01:17:32 GMT

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