WORLD BANK GROUP

MOLDOVA COUNTRY OFFICE

TERMS OF REFERENCE

Position Title: Team Assistant/ Receptionist

Location: World Bank Group, Moldova Country Office

Duration: Full-time; initial short-term contract for trial period through June 30, 2025, with a possible extension

Reports to: Country Manager

Supervisor: Executive Assistant

Objective:

To provide efficient and effective reception services and administrative support to the country office, ensuring smooth and professional reception desk operations, as well as assisting various teams with administrative tasks.

Key Responsibilities

1. Receptionist

The incumbent shall perform the following administrative duties:

1. Reception Desk Management:

• Welcome and direct visitors and clients in a professional and courteous manner.
• Manage the reception area to ensure it is tidy and presentable, with all necessary stationery and materials.

1. Communication Handling:

• Answer, screen, and forward incoming phone calls and emails.
• Handle general inquiries from the public, providing appropriate information or redirecting to relevant departments.

1. Mail and Correspondence:

• Receive, sort, and distribute daily mail/deliveries.
• Prepare outgoing mail and coordinate courier services.

2. Team Assistant, Operations

The incumbent shall perform the following operational duties:

1. Administrative Support:

• Schedule and coordinate meetings, appointments, and travel arrangements for team members.
• Assist in the preparation, formatting, and distribution of project documents, reports, meeting agendas, minutes, presentations, and other relevant materials.

1. Data Management:

• Maintain both electronic and physical operational files and records.
• Support team members with data entry, data management, and basic data analysis tasks.

1. Event Coordination:

• Assist with the setup and logistics of WBG events, meetings, and workshops; collaborate with relevant stakeholders to prepare event materials.
• Manage participant registrations and communications, including sending invitations and tracking RSVPs.

Qualifications and Skills

Education:

Bachelor’s degree or equivalent; additional qualifications in Office Administration or related fields are an asset.

Experience:

At least 1 year of relevant administrative experience, preferably in an international organization or similar environment.

Skills:

• Strong computer proficiency, including standard and customized World Bank technology packages and the Microsoft Office suite.
• Highly organized with the ability to establish priorities, assume responsibility, and meet deadlines.
• Self-motivated and capable of exercising good judgment.
• Excellent verbal and written communication skills in English and Romanian; knowledge of Russian is desirable.
• Friendly and professional demeanor.
• Strong interpersonal skills with the ability to collaborate effectively within a team.

Core Competencies:

• Customer service orientation: demonstrates a customer-centric approach, effectively addressing the needs of visitors and team members.
• Attention to detail: high level of accuracy and attention to detail in all tasks.
• Dependability: reliable and punctual with a strong work ethic.
• Flexibility: able to adapt to changing circumstances and handle unexpected issues efficiently.
• Team player: works collaboratively with others and contributes to team success.

Performance Measures:

• Maintenance of a well-organized and efficient reception area.
• Timeliness and accuracy in completing assigned tasks.
• Positive feedback from visitors, team members, and stakeholders on communication and support.
• Effective coordination of meetings, events, and logistics.
• Efficient problem-solving and responsiveness to urgent requests.
• Efficient filing systems and maintenance of organized documentation.
• Demonstration of adaptability in managing changing priorities.

Application Process:

Interested candidates should submit their resume and cover letter detailing their relevant experience and qualifications to Ms. Ala Muntean (e-mail: [vezi email]amuntean@worldbank.org) by Friday, April 18, 2025.