Program Assistant

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. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

As a Program Assistant, your responsibilities will encompass, though not be restricted to, the following:

Responsibilities:

• Provide full administrative and logistical support, coordinate the schedule of meetings and appointments, ensure effective time management, and ensure relevant documents are available for meetings. Coordinate closely with other departments and business units across the WBG as needed
• Organize and manage team meetings, arrange Webex/ Teams connection, and monitor and follow up on issues and priorities as needed
• Manage the teams’ meetings and appointments, including official functions, travel schedules, and arrangements
• Provide logistic support to the department’s activities and events
• Support the team in preparing materials for internal and external distribution, including the compilation of data
• Manage the teams’ Event Card and provide administrative support to the procurement process in the Admin Portal as needed
• Ensure that all documents requiring a signature are of high quality and adhere to administrative and operational guidelines (e.g., memos, reports, etc.) and that all necessary clearances have been obtained
• Demonstrate impeccable standards of integrity when handling confidential material; use tact and sensitivity when resolving delicate issues.
• Independently respond to internal and external queries using initiative and good judgment
• Extract and highlight critical issues that need immediate attention, meetings, or focus areas in correspondence and documents
• Making travel arrangements for staff and consultants as required
• Onboarding new staff as needed
• Backup other assistants in the department
• Any other relevant task assigned

Selection Criteria:

• Bachelor’s degree with at least five years of relevant experience or equivalent combination of education and experience
• Ability to retrieve, gather, and obtain information from various sources
• Demonstrated team spirit, strong desire to work in a team environment, and ability to develop professional networks to improve effectiveness
• Excellent interpersonal skills and sound judgment
• Strong organizational skills, reliability, resourcefulness, and flexibility
• Strong attention to detail and to maintaining high-quality standards
• Critical thinking and problem-solving skills
• High degree of flexibility and demonstrated capacity to handle a variety of concurrent activities, judge priorities, seek guidance, and take initiative in a fast-paced team environment
• Strong communication skills in English, including the ability to draft, proofread, and edit correspondence
• Good computer skills; proficiency with various software technologies such as MS Office, Outlook, One Drive, and other standard office productivity software. Ability to quickly learn new software applications
• Technology and systems knowledge – proficient with the latest technology relevant to assigned responsibilities. Demonstrate initiative in learning and supporting the implementation of emerging technology and systems pertinent to the practical work of the unit
• Task management – able to organize, coordinate, monitor, and implement tasks. Demonstrate accountability for results
• Excellent phone etiquette and ability to deal tactfully and effectively with staff at all levels and external clients at all levels, in person or on the phone
• Ability to multitask in a fast-paced environment
• Demonstrate innovation and creativity in promoting effectiveness
• Institutional policies, processes, and procedures—Demonstrate in-depth and up-to-date knowledge of administrative and policy guidelines, practices, products, and services in the area of assigned functional responsibility
• Deliver results for clients—take personal responsibility to make things better for the client, i.e., display an understanding of the client context and environment and interact with them tactfully and diplomatically; understand the department’s priorities and how they relate to those of the organization; demonstrate an independent sense of urgency and initiative; take ownership for meeting agreed-upon deadlines for routine issues
• Collaborate within teams and across boundaries—Initiate collaboration beyond the team, i.e., seek opportunities to collaborate within one’s own department and display an open, helpful attitude toward others; approach conflicts as common problems to be solved; involve others and seek additional perspectives when needed; consider the impact of work on WBG
• Lead and innovate—suggest improvements to solve problems, i.e., apply problem-solving skills to engage self and others in developing solutions; consider own behavior in the context of WBG’s values and mission and recognize the impact on others; adapt own work to new approaches/processes
• Create, apply, and share knowledge—proactively and actively share knowledge, i.e., provide guidance and coaching to more inexperienced staff in areas of assigned responsibility or expertise; share knowledge and information with others across the work unit or department; provide feedback on the work of others; recognize the importance of multiple perspectives
• Make intelligent decisions—identify information needed to support decisions, i.e., locate and access appropriate sources of information, data, and lessons to support decision-making; demonstrate a basic understanding of risk and risk management concepts; and take action with a sense of urgency in time-sensitive situations

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=28353&site=1