The Project Assistant performs a range of administrative duties for the International Staff and senior National Staff in support of Company’s activities and operations. He/She provides administrative support in project administration and portfolio management activities; and performs a full range of administrative requirements, including standard activities as may be directed by supervisor. The incumbent will report to International Staff and senior National Staff. Responsibilities
Coordinates supervisors' schedules by maintaining their diaries and arranging appointments, meetings in accordance with Bank procedures;
Ensures that all correspondence and documents for supervisors are correctly typed and prepared in compliance with Bank’s standard. Responds on behalf of supervisors to straightforward/routine correspondences and drafts replies on more complex issues in accordance with guidelines. Monitors progress/status of tasks/documents requiring immediate action/attention to ensure timely completion of required action. Prepares and sends documents for dispatch and logs the same.
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from callers and visitors, establishing nature and priority of requirements of unexpected visitors, to ensure that they are attended to and/or referred in a timely manner to the concerned staff/appropriate party;
Liaises with relevant counterparts to facilitate fielding of missions from HQ. The tasks include effective handling of visa issuance requests, follow up on mission concurrences, arranging meetings with various counterparts, assistance with mission logistics (transportation, interpreter’ services, etc.);
Provides full range of administrative support in relation to project organized activities, including international and/or domestic travel arrangements, workshops logistics, outsourcing of services, prescreening of documentation, etc.;
Under supervisor's guidance, maintains liaison with government authorities and agencies, development partners and other stakeholders, and HQ to support and facilitate operations and coordination, client and stakeholder relations;
Translates documents from the national language to English and vice versa to facilitate Company to undertake its professional work. Translates news releases and press stories into the national language, as required. Coordinates and proofreads out-sourced translation. Interprets for Company seminars, meetings, interviews as may be required;
Other duties as may be required, such as retrieving files/documents for preparation of reports, preparing tables and charts for reports, distribution of project related materials, printing, photocopying, and any other routine office administrative functions etc.