Program Assistant

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Description

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The Inspection Panel was created in September 1993 by the Board of Executive Directors of the World Bank. It is an independent accountability mechanism for people and communities who believe they have been or will likely be adversely affected by a World Bank financed project.  The Panel carries out independent investigations of Bank-financed projects to determine whether the Bank is in compliance with its operational policies and procedures and reports related findings to the Board of Executive Directors. It is an impartial fact-finding body, independent from the World Bank.

Duties and Responsibilities
The Program Assistant (PA)will be responsible for assisting and supporting the Chair and members of the Inspection Panel and compliance staff by providing direct program support on logistics, coordination, organization of events and meetings related to the substantive compliance function of the IPN. The PA will report directly to the Chair of the IPN on a day to day basis on operational and technical matters related to the Inspection Panel work and report to the AMS on Administrative matters. The role requires the ability to anticipate needs, a positive, can-do attitude, and a high level of discretion, preserving the firewall between the AMIPN and AMDRS/AMSEC on compliance matters, and the independence of the Inspection Panel. Success factors for the position include: teamwork, ability to prioritize, organize, monitor; ability to plan ahead but also adjust as needed; provide logistical and program support to the work program of the Compliance team; sound judgment excellent technology skills; discretion and diplomacy.

The Program Assistant will coordinate with the AM Senior Executive Assistant on an as needed basis while maintaining the confidentiality and discretion needed supporting the Panel Chair and Panel Members.

Responsibilities: Specifically, the Program Assistant’s responsibilities include but are not limited to the following:

• Provides programmatic and logistical support to the Panel, working closely with the Panel and Compliance staff, to ensure efficient workflow and operations of the IPN;Manages the Chair and Panel Members’ calendar, prioritizing effective time management
• Prepares and format Inspection Panel Compliance documents to be submitted to the Board, including overseeing and distributing BOS documents related to compliance matters
• Works with Corp Sec to coordinate meetings of Chair and Panel Members with Board and CODE members;Ensures work priorities, procedures, and systems for the Inspection Panel follow World Bank procedures
• Working closely with the Panel Chair, screens incoming correspondence and phone calls, as appropriate, using judgment, tact, diplomacy and discretion in either answering or redirecting inquiries to appropriate sources and in dealing with highly sensitive and confidential matters or making independent decisions when multiple courses of actions are required
• Under close direction of the Chair of the Panel assists new Panel members and compliance staff with their commencement, on-boarding, visas, HR systems and helps familiarize them with Bank processes, protocols and guidelines as they relate to the compliance function
• Ensures Panel members and new Compliance staff are properly equipped with computers, networks and email access when they join the Inspection Panel
• Coordinates all travel and accommodation arrangements for all Panel Members and compliance staff, travelling on mission, seeking clearances, best travel routes, hotel, transport and logistical arrangements; visas and support in the preparation of COVID Management and security plans consistent with World Bank and host country policies.
• Processes all expenses and invoices related to travel and other Panel work and ensure this is done in line with World Bank policy requirements. Ensure records are maintained of all Panel related expenses and invoices
• Supports the contracting of consultants and their payment claims for the Inspection Panel compliance function
• Serves as Coordinator for an extensive network, at the most senior levels (i.e., President, Executive Directors, Vice-Presidents, Managing Directors, etc.) in relation to the Inspection Panel
• Provides cover for other AMSEC administrative staff during vacations or busy periods (vice versa) to ensure uninterrupted administrative support work for the work of the AMS and IPN
• Collaborates with the other Program Assistants, Country Program Assistants, and Executive Assistants throughout the Bank to contribute to a friendly and supportive yet business-oriented work environment as it relates to the IPN.

Selection Criteria

• Minimum requirements: High School diploma and seven years of relevant experience or equivalent combination of education and experience.Preferred experience in more than one VPU of the World Bank, and in-depth knowledge of the full range of Bank Group processes, policies procedures, particularly regarding institution-wide functions.
• Experience in organizing events, workshops, meetings for senior level staff.Experience in organizing complicated travel and logistics for team members.
• Project and task management – Proven organizational skills, ability to plan and prioritize own work and work of internal clients.Ability to set priorities according to the office agenda and objectives – Prioritize tasks that are urgent and/or important, that have a deadline.
• Excellent interpersonal and intercultural communications skills. maturity and ability to interact responsively and thoughtfully with staff at all levels, with demonstrated good judgment, discretion and ability to maintain confidentiality.
• Ability to independently manage multiple assignments with minimal supervision, prioritizing and coordinating with team members to resolve competing demands.
• Experience in dealing with senior officials both within and outside the Bank including World Bank country teams.
• Strong English language skills (verbal and written), including the ability to draft and edit a correspondence and ensure quality of written outputs and clarity of message.Experience with budget monitoring helpful.
• Proven ability to promote and work in a team-focused environment and pitch in to fill gaps when needed.Problem-solving skills and resourcefulness in dealing with unexpected logistical situations, often under pressure.
• Excellent office technology skills, in particular: MS Word, Excel, PowerPoint, Outlook,  SAP, Chrome, Internet Explorer.Willingness and flexibility to work overtime on short notice and as needed

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27062&site=1

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