Human Resources Assistant

• Job #121592
• Job TitleHuman Resources Assistant
• Job FamilyHuman Resources
• Job TypeAdministrative
• GradeGB
• LocationDakar, Senegal
• Recruitment TypeLocal Hire
• Language RequirementEnglish [Essential]; Arabic [Desired]; French [Desired]
• Closing Date16-Jan-2013

Background / General description:
As one of the premier global development organizations, the World Bank has a critical role in assisting countries to reach their development goals. Owned by 188 member countries, the World Bank’s mission is to fight poverty with passion and professionalism for lasting results. Located in over 130 country offices and its Washington, DC headquarters, the Bank has more than 10,000 employees. To respond to fast changing and increasingly diversified needs of its clients, the Bank needs to attract, develop, deploy, and retain a world-class group of diverse and talented employees. Over the next few years, the Bank’s Human Resources (HR) function will undergo a significant transformation. This is focused on delivering higher value HR services to drive organizational performance and position the Bank competitively as an employer of choice and a leader among the international financial institutions. The HR function has three core roles designed to provide leading-edge services to a globally dispersed workforce, while reinforcing line managers’ responsibility for people management: · Global Business Partners lead the design of workforce strategies and plans, drive the diversity and inclusion agenda, and support the implementation of HR processes and policies within their partner Vice Presidential Units (VPUs). · Global Centers of Expertise (COEs) design, deliver and improve HR processes, practices, programs and tools, and inculcate the Bank’s diversity and inclusion agenda within their scope of expertise for use across the organization. COEs work with Global Business Partners to enable application within the context of partner VPU’s objectives. · Global Shared Services provide seamless delivery of HR administrative services and enable self service to help employees find the HR information they need, wherever they are, whenever they need it. As a member of the Global Business Partners – Africa Team, the World Bank Country Office in Senegal seeks applications for an Assistant to support human resources administration as well as workshop administration. The primary objective of this position is to support the HR regional function based in the Senegal, Dakar office and extend administrative assistance to country programs covered by the HR Function in the Region. The position involves virtual interaction with colleagues in Country Offices in the Africa region and with counterparts in Washington DC.
Duties and Accountabilities:
The duties and accountabilities include but are not limited to the following: • Co-ordinates with service units, and liaises frequently with team members both in Washington and in the Country Offices; • Co-ordinates time management and schedules, taking current and future priorities into account, anticipates and monitors changes, and communicates the information in a timely and sequential manner in consultation with the Human Resources Officer; • Handles HR administrative tasks related to job advertising, appointment, termination, relocation and retirement. • Prepares system-generated customized reports, presentations, charts, graphs and performs basic research and analysis of data under general guidance. Helps to extract and consolidate staff training needs and undertakes coordination of local training courses. • Coordinates on a regular basis with counterparts in other country offices to maintain HR monthly updates and reports. • Introduces ways to enhance the effectiveness of decentralized administrative HR support to country offices. • Provides guidance and support to other staff and peers to produce coordinated work within a work group. • Drafts minutes of meetings and follows up on implementation schedules and due dates. • Acts as a resource for providing information on HR issues, including job vacancies and builds a Recruitment Database for identified positions for future pipeline. • Maintains up-to-date complete filing system for documents in both electronic and paper format. • Drafts routine correspondence and proofreads materials, undertakes editing and review of reports and correspondence, using word processing or desktop publishing according to standard Bank formats and distribution. • Solves non-routine problems (e.g., responds to requests requiring file search, etc.) • Assists in preparation and logistical planning for various events, for example, trainings, conferences and workshops. • Maintains an updated database of distribution lists and phone/address. • Extends administrative support to the Administration unit, and liaises closely with HQ for coordination of work and follow up. Critical Success Factors • Ability to maintain a high degree of confidentiality and trust. • High level of personal and professional integrity. • Excellent interpersonal skills and ability to operate sensitively in a multi-cultural environment. • Effective time management and organizational skills with ability to prioritize assignments and work under pressure. • Ability to learn new practices and procedures quickly with potential for greater responsibility. • Ability to choose appropriately between acting independently and/or consulting with supervisor(s) and peer(s). • High degree of judgment, diplomacy and tact in handling, processing and communicating matters of a sensitive and confidential nature. • Proven ability to function as an effective team member and commitment to work in a team based environment. • Demonstrated resourcefulness to develop practical approaches to quality work in the areas of functional specialty; and ability to pass World Bank computer based tests. • Demonstrative skills in retrieving, gathering and obtaining information from various sources and pulling them together in a usable form.
Selection Criteria:
• Bachelors degree in social sciences is preferred; Diploma and extensive relevant experience is required. • Minimum of four years’ direct relevant experience is desirable. Demonstrated prior experience in a large or complex organizational setting will be an added advantage. • Proficiency in written and spoken English is required, including ability to draft routine correspondence and edit materials. Proficiency in spoken French or Arabic language is desirable. • Strong computer skills and good knowledge of relevant software applications. Competencies Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success. Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so. Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view. Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner. Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work. Qualified male and female candidates of diverse background (gender, religious, ethnic) are encouraged to apply.

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