E T Temporary

At the World Bank, a member of the World Bank Group (WBG) , you’ll join a diverse, global community working across cultures, disciplines, and borders to address the world’s most pressing development challenges. With 1.2 billion young people reaching working age in the decade ahead, the challenge of job creation has never been greater. Through partnerships across 145 countries and more than 182 offices worldwide, we work with governments, private sector, development partners and other stakeholders to invest in people, strengthen markets, and deliver scalable, data-driven solutions that generate more and better jobs and improve lives. For more information, visit https://www.worldbank.org/en/who-we-are/ibrd VPU Context: The Middle East and North Africa, Afghanistan, and Pakistan Region serves twenty-two countries across different income groups, of which fourteen are active/potentially active IBRD/IDA borrowers (Afghanistan, Algeria, Djibouti, Egypt, Iran, Iraq, Jordan, Lebanon, Morocco, Pakistan, Syria, West Bank and Gaza, Tunisia, and Yemen), with a total of 251 projects and over $51 bn in total commitment. Eight are users of the Region's non-lending services, mostly on a reimbursable basis (Bahrain, Kuwait, Libya, Malta, Oman, Qatar, Saudi Arabia, and the United Arab Emirates). The mission of the region is to foster sustainable growth with a focus on job creation and poverty reduction, economic and social inclusion, and good governance. The region attaches importance to creating a supportive work environment based on the values of teamwork, transparency, trust, and client service, underlined by professional excellence. The region places high value on diversity. With an expanded regional strategy, the World Bank aims to help the region weather the current crises, move from stabilization to transformation, unlock its vast economic potential of youth and women, develop its human capital to adapt to global megatrends, and foster innovation (https://www.worldbank.org/en/region/mena). Unit Context The World Bank Mashreq Department (MAP02) is situated at the center of the MENAAP Region, serving four Middle Income Countries (Iran, Iraq, Jordan, Lebanon) and 1 IDA country (Syria) which comprise a total population of approximately 160 million. Since the establishment of the department, the Country Management Unit (CMU) has worked to design projects to cater for the specific development needs of the countries through lending, grants, as well as Advisory Services and Analytics. Jordan Country Office Jordan has demonstrated resilience in the face of regional instability, global economic shocks, and resource constraints. The country ranks among the most water-scarce in the world with vulnerability to climate change and dependence on external energy supplies. The country is also host to an estimated 475,000 registered refugees, equivalent to around 4% of its population, providing global public good but also adding pressure on the country’s resources and services. Duties and Accountabilities: The Team Assistant carries out the full range of office support work, including managing processes and monitoring schedules related to their team's/unit's products and tasks. They coordinate extensively with service units and liaise frequently with team members both at headquarters and in the field, as well as external counterparts. The position supports unit management and staff across four core functional areas described below. A. Front Office Support The Team Assistant will provide high-quality front office and administrative support to the Operations Manager and CMU FO staff. Specific responsibilities include: • Managing and maintaining the calendars of the Operations Manager, including scheduling meetings, coordinating across time zones, and resolving scheduling conflicts. • Coordinating and preparing logistical arrangements for internal and external meetings, including room bookings, video conferencing setup, preparation and distribution of materials, and note-taking as required. • Drafting, formatting, proofreading, and distributing correspondence, briefs, presentations, reports, and other unit documents in accordance with WBG style and quality standards. • Managing incoming correspondence and communications for the front office, prioritizing and routing appropriately and ensuring timely follow-up. • Maintaining organized filing systems (both physical and electronic, including SharePoint) for unit documents, correspondence, and reference materials. • Coordinating and tracking unit deliverables, action items, and deadlines, providing timely reminders to management and staff. • Organizing unit events, team meetings, town halls, retreats, and workshops, including logistical planning, invitations, venue arrangements, catering coordination, and post-event follow-up. • Providing backup administrative support to other team assistants in the unit during absences or peak periods. B. HR Proxy Role The Team Assistant will serve as the unit’s designated HR Proxy and will act as the primary liaison between the -- Unit and Human Resources on all administrative HR matters. Specific responsibilities include: • Coordinating new staff onboarding, including workspace setup, system access requests, ID badge processing, and orientation scheduling. • Supporting staff offboarding processes, including coordinating exit clearances, equipment returns, and system access removal. • Managing leave records in LARS (Leave and Attendance Recording System), ensuring balances are accurate and flagging discrepancies to management. • Serving as the primary point of contact for all MBP-related inquiries on coverage, claims, and reimbursements. • Liaising with the HR Operations and relevant HR Business Partners on behalf of the unit for routine inquiries and escalations. • Maintaining strict confidentiality on all HR-related matters. C. Facilities Focal Point The Team Assistant will serve as the unit’s designated focal point for all facilities and workspace-related matters, working in coordination with the Corporate Real Estate and Facilities team. Specific responsibilities include: • Serving as the primary contact between the -- Unit and Corporate Real Estate team for all workspace, office allocation, and real estate-related needs. • Coordinating office moves, seating assignments, hoteling arrangements, and workspace reconfigurations as needed. • Submitting and tracking maintenance, repair, and service requests through the relevant facilities management system, following up to ensure timely resolution. • Coordinating building access and security badge requests for staff, consultants, and visitors. D. Protocol, Residency and Visa Support The Team Assistant will coordinate all protocol, diplomatic, residency and visa-related matters for unit staff and visiting missions, working closely with the relevant external authorities. Specific responsibilities include: • Advising and assisting IRS relocating to Jordan country office, on visa, residency application, shipment management, driver license and other relevant residency processes, including application procedures, documentation requirements, and processing timelines • Advising and assisting unit staff, consultants, and visiting mission members on visa and entry requirements for official travel, including application procedures, documentation requirements, and processing timelines. • Preparing and submitting visa application packages and supporting documents, including WBG employment verification letters, diplomatic notes, and letters of introduction. • Supporting the logistical and protocol arrangements for high-level visits, official delegations, and external dignitaries meeting with unit management. • Maintaining a tracker of visa and protocol deadlines for all unit staff and proactively initiating renewal processes well in advance of expiry dates.