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Job Family Procurement
Location – Chennai, India
Appointment – Local Hire
Job Posted – 18-Feb-2010
Closing Date – 04-Mar-2010
Language Requirements – English [Essential]
Appointment Type –
Background / General description
The General Services Department, Corporate Procurement Unit (GSDPR) is responsible for the acquisition of goods and services to support the World Bank Group’s offices world wide and as such maintains a large centralized file room where respective documents are maintained and stored.
GSDPR is seeking a highly motivated Team Assistant who is creative, forward-looking and a self-starter. He/she needs to be dynamic and resourceful and should have excellent organizational skills and a strong attention to detail.
The Team Assistant will work closely with the Business Center Team and manage the day-to-day management of records and information for GSDPR in Chennai. The Assistant will gather, organize, classify, store, search, access and disseminate documents and other information in accordance with established records/document management and information security procedures. The Assistant will also have the responsibility for managing the quality, timeliness and completeness of all procurement documents using a variety of software programs including SAP, Word, Excel and PowerPoint.
This position reports to the local Contracts Officer who in turn reports to Senior Contracts Officer within GSDPR. The position is located in Chennai, India.
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.
Duties and Accountabilities
Provide primary assistance in the implementation of the procurement teams’ work programs. This includes editing, formatting and distribution of complex procurement documents.
Perform other information related tasks that may be assigned from time to time such as typing and assembling procurement documents, presentations, spreadsheets, updating records and existing databases, and delivery of sensitive documents/information for both Bank staff and external vendors.
Create Word documents, Excel spreadsheets, PowerPoint presentations to support work of teams. Work with Bank specific tools (SAP, Iris, eServices, Intranet).
Under the direction of the Contract Officer (Chennai), update and maintain all procurement templates and forms.
Collect and distribute (scan/fax/email) information to be electronically sent from, or stored within GSDPR including stamping documents for appropriate dissemination. Create solicitation packages for distribution to vendors.
Management of records for the GSDPR Unit. File incoming Purchase Orders, Contracts, Insurance Certificates, Vendor Records, Solicitation and other documents using established procedures and processes. Provide overall delivery of imaging and proper records management in the File Room.
Provide assistance to both Bank staff and external vendors and respond to specific requests for materials. Maintain log of incoming and released records and documents.
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 procurement files both manually and electronically to ensure continuity of practice.
Coordinate and schedule meetings. When required, attend meetings, draft Minutes and ensure timely clearance and distribution (e.g., pre-bid conferences, team meetings).
Act as liaison to HQ members of the Business Center as needed.
Ensure that Bank confidential information is protected in a manner consistent with Bank information security policy, procedures and standards.
Other duties as assigned.
Selection Criteria
Bachelors degree with 2 years of relevant experience.
Thorough knowledge and use of all relevant computer software and databases (MS Office, Word, Excel, PowerPoint). Knowledge of SAP MM and Lotus Notes desirable.
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.
