Terms of reference Short Term Temporary for Administrative Assistant
Terms of reference Short Term Temporary for Administrative Assistant
Terms of reference Short Term Temporary for Administrative Assistant
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Tokyo Development Learning Center (TDLC)<br />
<strong><strong>Term</strong>s</strong> <strong>of</strong> <strong>reference</strong><br />
<strong>Short</strong> <strong>Term</strong> <strong>Temporary</strong><br />
<strong>for</strong><br />
<strong>Administrative</strong> <strong>Assistant</strong><br />
1. Background<br />
Coordinated by the World Bank, the Global Development Learning Network (GDLN) is a partnership <strong>of</strong><br />
over 120 recognized global institutions (Affiliates) in over 80 countries that collaborates in the design <strong>of</strong><br />
customized learning solutions <strong>for</strong> individuals and organizations working in development. Acting as a regional<br />
access point, GDLN Asia Pacific (GDLN AP) is the premier network exchanging ideas, know-how and<br />
experience delivered through video conferencing and other ICT-based distance education methods in the East<br />
Asia and Pacific (EAP) region. GDLN AP was established in December 2006 as a regional association <strong>of</strong> the<br />
Global Development Learning Network Distance Learning Centers (DLCs) and affiliates in the East Asia and<br />
Pacific (EAP) region. The members <strong>of</strong> GDLN in South Asia region joined the Association in 2009. 1<br />
Tokyo Development Learning Center (TDLC) is a Japan/World Bank Partnership Distance Learning Project<br />
which aims to contribute to development and poverty alleviation. It is supported by a grant from the<br />
Government <strong>of</strong> Japan. TDLC has entered its second phase implementation with a newly set strategy and some<br />
newly hired staff since July 2010. TDLC has developed and is implementing a business plan that addresses the<br />
needs <strong>of</strong> GDLN stakeholders in the East Asia and Pacific (EAP) region in a coherent fashion. Its mission is,<br />
on the one hand, to establish a robust local center in Tokyo <strong>for</strong> knowledge sharing on developmental issues<br />
with a broad range <strong>of</strong> public/private partners and, on the other hand, to assist the EAP region’s GDLN to<br />
become a sustainable, highly effective development medium by providing high-value contents as well event<br />
connectivity and other types <strong>of</strong> innovative technical services in an effective and efficient manner.<br />
2. Scope <strong>of</strong> Work<br />
The <strong>Administrative</strong> <strong>Assistant</strong> will specifically undertake the following tasks:<br />
1. Work as a key member <strong>of</strong> the TDLC and the World Bank Tokyo Office (EXTTK) <strong>Administrative</strong><br />
Team,<br />
2. Assist Resource Management tasks, from invoice preparation to assisting payment process<br />
3. Assist filing and record management to the standard required by World Bank<br />
4. Assist in various aspects related to <strong>of</strong>fice running tasks, such as;<br />
4-1) taking general phone calls, welcoming visitors<br />
4-2) mail box check<br />
4-3) <strong>of</strong>fice drink supply management<br />
4-4) general supply management<br />
4-5) <strong>of</strong>fice copier management<br />
4-6) trash management<br />
4-7) local couriers and pouch management<br />
4-8) postal management<br />
4-9) other duties as assigned<br />
5. Liaise with relevant parts <strong>of</strong> the Bank units between HQ, EXTTK and the TDLC,<br />
6. Maintain close and constructive working relations with the staff <strong>of</strong> EXTTK, TDLC and other<br />
related World Bank <strong>of</strong>fices in Tokyo, in particular <strong>of</strong> RM assistant and ACS<br />
7. Other duties as allocated.<br />
1 GDLN AP currently has affiliates in the following countries: Afghanistan, Australia, Bangladesh, China*, India,<br />
Indonesia*, Japan, Mongolia, Pakistan*, Papua New Guinea, Nepal, Philippines, Singapore, South Korea, Sri Lanka,<br />
Thailand, Timor Leste, Vietnam. *Countries with in-country networks that expand the service to over 300 points <strong>of</strong><br />
presence in total.
3. Selection criteria<br />
1. Excellent interpersonal skills, ability to establish and maintain excellent work relations in a team<br />
environment<br />
2. High motivation; must have flexibility and resourcefulness with a drive <strong>for</strong> efficiency and results<br />
3. Excellent organizational skills, ability to prioritize assignment and work effectively under<br />
pressure with minimum supervision<br />
4. High level <strong>of</strong> pr<strong>of</strong>iciency in Micros<strong>of</strong>t Office applications<br />
5. Minimum 2-year Associate Degree and three(3) years experience in secretarial and administrative<br />
work<br />
6. Fluent in Japanese. A reasonable level <strong>of</strong> English writing and reading skill is required.<br />
4. Management<br />
The <strong>Administrative</strong> <strong>Assistant</strong> will work under the supervision <strong>of</strong> TDLC and EXTTK Resource Management<br />
<strong>Assistant</strong>. To deal with items under “Scope <strong>of</strong> Work”, the <strong>Administrative</strong> <strong>Assistant</strong> will work closely with the<br />
TDLC and EXTTK Program <strong>Assistant</strong> and agree on specific working modality <strong>for</strong> each item in line with work<br />
progress.<br />
The <strong>Administrative</strong> <strong>Assistant</strong> will report on work progress to TDLC and EXTTK Resource Management<br />
<strong>Assistant</strong>, and report monthly outcomes. The <strong>Administrative</strong> <strong>Assistant</strong> will be undertaken at the World Bank<br />
<strong>of</strong>fice in Tokyo.<br />
5. Timing and Duration<br />
Appointment will start on February 1st, 2013 and end by May 31st, 2013 (maximum 80 days).<br />
8 hours per day, 40 hours per week.