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World Bank recruiting Administrative Support Consultant

Vienna, Austria, 26 February 2014

Investment Climate Department is seeking to hire an Extended Term Temporary for a period of 1 year to provide administrative support to the Head of CIC Vienna office and team.

The World Bank Group’s Investment Climate Department (CIC) assists governments of developing countries and countries with transition economies to reform their business environments, with support focused on reforms that strengthen the investment climate (IC) at economy-wide as well as industry/sector level. The department collaborates extensively with other teams across the World Bank Group in the design and delivery of advisory services and other operational work related to investment climate reform, and develops IC knowledge products for staff and clients.

Serving as the anchor of the World Bank Group’s IC activities; CIC (i) houses the Investment Climate Business Line (one of IFC’s four Advisory Services Business Lines), and handles the global dimension of its work; (ii) anchors the Investment Climate Global Practice and the Bank’s Finance and Private Sector Development Network (which covers six practices); (iii) implements MIGA’s technical assistance mandate, and (iv) manages the multi-donor Facility for Investment Climate Advisory Services (FIAS; a global funding and partnership platform for IC reform), the Health in Africa (HiA) initiative, as well as a work program on private participation in infrastructure.

CIC is organized in four units, reflecting four global services or product lines: Business Regulation, International Trade and Investment (CICTI), Investment Climate for Industry and Private Participation in Infrastructure and Social Sectors.

The Vienna (“office”) was established in 2007, and works in coordination with regional IFC advisory, WB country offices and global teams. The Office is part of the CICTI unit and focuses on the delivery of advisory services in the investment policy, trade logistics and business taxation products. It has a strong track record in supporting government clients in the ECA and MENA regions in their efforts to improve their business environment and target and attract foreign investment.

Duties and accountabilities

The responsibilities of the assignment will include but are not limited to the following:

  • Providing administrative support to CIC team in Vienna and the assistant to the Head of the CIC Vienna office. This includes managing calendar, ordering supplies, scheduling interviews, compiling interview reports for submission to HR, coordinating meetings, videoconferences, BBLs and administrative support for visiting missions

  • Coordinate and prepare meeting briefs, regional reports, briefing books and other materials for meetings and field missions

  • Provide administrative support in organizing training seminars, workshops, and conferences, in coordinating logistics for meetings and retreats, as well as in coordinating preparations for visits by high level officials, including government delegations, donors, and other partners

  • Assist teams in procurement of operational consulting services through preparation and submission of requests in the WBG econsultant2 system. Submission of administrative contracts/POs request in the LotusNotes Database (LNB)

  • Assist the Head of Office in liaison with Austrian Government ministries and authorities, including the Ministry for Foreign and European Affairs and the Ministry of Finance to ensure the smooth operation of the Office

  • Prepare and coordinate materials for admin and goods and services procurements and works with the RM team in HQ, GSD Chennai and IFC Sarajevo

  • Assisting in travel arrangements of staff and consultants, including making travel booking with Amex and processing trip requests and statements of expenses in SAP

  • Maintain liaisons with other parts of the Bank and IFC in the region on behalf of CIC Vienna office and serve as a resource person for external and internal queries.

  • Drafting routine correspondence and proofreading materials using proper grammar, punctuation and style. Incorporating agreed comments into documents, making full use of software capabilities

  • Managing and maintaining filing system for the team; creating and filing project documents in IFC Docs. Maintaining the department’s group distribution lists

  • Assisting staff in basic troubleshooting of software problems; preparing laptops and other equipment for presentations

  • Collaborate with ACS in Washington (HQ) and IC Regional offices

  • Independently respond to diverse inquiries and make decisions when multiple courses of action are possible and

  • Undertake ad-hoc duties as may be assigned during absences and/or heavy work periods.

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