Program Assistant

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Description

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IFC—a member of the World Bank Group—is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities in developing countries. In fiscal year 20223, IFC committed a record $43.7 billion to private companies and financial institutions in developing countries, leveraging the power of the private sector to end extreme poverty and boost shared prosperity as economies grapple with the impacts of global compounding crises.

The Global Industries Vice Presidency (CGIVPU) is responsible for (i) managing IFC’s global sector communities of practice and ensuring that lessons of experience from IFC operations contribute to the WBG’s global knowledge bank and thought leadership; (ii) leading business development with global clients; (iii) fostering close collaboration across regions and WBG to align sector strategies, implement the Cascade approach, enhance client delivery, and support policy/sector reforms in WBG countries of operation; and (iv) supporting operational process simplification.

The CGI VP office is seeking a highly motivated, team-oriented, and organized (Senior) Program Assistant to provide administrative support to the VP and his Front Office (FO). The position is based in Washington DC. 

Duties and Accountabilities:

The (Senior) Program Assistant will be a key member of the CGIVP FO and expected to handle all tasks necessary for the efficient functioning of the office, together with the Senior Executive Assistant and in coordination with the VP, VP advisors, CGIVPU leadership team, their EAs, MD’s front office and regional counterparts. 

• The role requires a positive attitude, team-spirit, agility, the highest level of discretion, and organization, excellent technology skills and ability to plan. 
• With the Senior Executive Assistant, the (Senior) Program Assistant will provide a full range of administrative support to the CGIVP and the front office staff. These tasks will include, but not be limited to:
• Together with the Senior Executive Assistant, provide all-encompassing administrative support to the CGI VP and VP FO, working closely with advisors and others, to ensure efficient workflow and operation of the office; 
• Assist the FO staff and the Senior Executive Assistant with coordinating the VP calendar and schedule of meetings and prioritizing effective time management. Remind VP of important tasks and deadlines with advisors; 
• Support the preparation of briefing books and other background material in collaboration with advisors and staff across the VPU; 
• Make travel arrangements for the VP and other Front Office staff as required. Maintain VP’s agenda, liaison with internal and external parties, coordinate attendance and participation at client meetings, conferences, speeches and presentations and ensure timely delivery of briefing materials; 
• Work with the Senior Executive Assistant in planning and organizing logistics for official events for VP such as leadership offsites, trainings, luncheons, etc. to exchange ideas, foster creativity and celebrate accomplishments.
• Provides logistical support to prepare for meetings chaired by CGI VP. Supports the VP and FO staff with preparations for meetings and events such as the Annual and Spring Meetings and other high-level events;
• Ensures quality and timeliness of administrative information emanating from the FO; ensures adherence to timeline and quality and formatting guidelines for submitting documents to the President’s office, MD office, and other relevant offices;
• In collaboration with advisors, ensure work priorities, procedures, and administrative systems for CGI VP office are followed; 
• With the Senior Executive Assistant, serve as a point of contact for the VPU Directors’ offices, stay on top of and maintain sufficient working knowledge of the tasks being performed in each unit with an ability to independently respond to inquiries and exercise critical thinking and decision-making skill;
• Maintain and update the CGI VPU Intranet site. Proactively recommends content management; 
• Screen and prioritize incoming correspondence and calls, proactively inquire and resolve non-routine problems;
• With FO staff, use judgment, tact, diplomacy and discretion in answering or directing inquiries to appropriate sources;
• Coordinate with the MD front office pm administrative functions; 
• Order supplies, manage moves and submit the facilities requests as needed.
• Serves as back up to the Senior Executive Assistant in the Management Team on as needed basis;
• Maintain up-to-date distribution lists for VPU staff;
• Undertake ad hoc duties as assigned by the VP and advisors to ensure all aspects of VP FO functions. 

Selection Criteria

• High school diploma with minimum 10 years of relevant experience or bachelor’s degree with 7 years of relevant experience. Preferably with 5 years of experience supporting executive-level staff in a corporate setting or international organization.
• Excellent organizational skills and attention to detail. 
• Demonstrated team spirit. Actively collaborate with others and display open and helpful disposition. Share work and step in to support colleagues when asked;
• Demonstrated ability to prioritize work and consistently manage and deliver through efficient and effective planning, oversight and quality enhancement of office support services.
• Experience working in a fast-paced environment under pressure, handling concurrent activities, and establishing priorities. Experience of executive support to Directors or VPs would be an advantage. 
• Demonstrated capacity to multi-task; excellent IT skills, particularly MS Word, Excel, PowerPoint, Outlook, SAP, web resources and willingness to learn new programs and applications as needed.
• Strong English language skills (verbal and written), including the ability to draft and edit a variety of correspondence and ensure quality of written outputs and clarity of message.
• Excellent interpersonal and intercultural communications skills; maturity and ability to interact responsively and thoughtfully with staff at all levels, with demonstrated good judgment and discretion.
• Ability to identify and analyze a wide range of problems and develop and implement appropriate action plans for successful resolution. 
• Complete personal reliability and discretion: good knowledge of IFC policies, processes and procedures.
• Willingness to learn new ways of solving problems and ability to innovate.
• Flexibility with working hours and a willingness to work extended hours at short notice are required.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=27195&site=1

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