Program Assistant

Do you want to build a career that is truly worthwhile? The World Bank Group is one of the largest sources of funding and knowledge for developing countries; a unique global partnership of five institutions dedicated to ending extreme poverty and promoting shared prosperity. With 189 member countries and more than 120 offices worldwide, we work with public and private sector partners, investing in groundbreaking projects and using data, research, and technology to develop solutions to the most urgent global challenges.

East Asia and the Pacific (EAP) Region 

The EAP is a large and diverse region, ranging from Small Island States of the Pacific to the Philippines, China and Mongolia. Despite recording substantial economic growth and poverty reduction, the EAP region faces number of development challenges. Growth has been uneven across and within countries, institutions still need further strengthening, and most EAP countries are severely impacted by climate change. The Bank plays a significant role in helping countries generate global public goods, including increasing climate co-benefits; restoring and protecting biodiversity; reducing air, water and soil pollution; and improving health outcomes. EAP region views the Bank as a premier development institution with a leadership role in providing quality analytical and advisory services, as well as financing impactful and scalable projects and programs.

• The Singapore Office aims to combine the country’s unique development experience and financial sector strengths with WBG’s own practices—particularly in infrastructure finance, urban development and treasury services—to deliver better results to clients!
• The Office houses International Bank of Reconstruction and Development (IBRD), the International Finance Corporation (IFC) and Multilateral Investment Guarantee Agency (MIGA) staff working across World Bank Group (WBG) units to promote synergies across the WBG in energy and extractives, transport, ICT, urbanization, environment, agriculture, water, and treasury.

Job duties and responsibilities:

Key Tasks and Responsibilities will include but not limited to the following:

• Provide and carry out the full range office support work in a very demanding international work environment and work proactively with the team in planning and ensuring that unit calendars, travel, meetings, etc. are efficiently coordinated;
• Co-ordinate with service units; liaise frequently with team members in Singapore, Washington D.C. and other Country Offices, as well as external counterparts and may also be assigned responsibility for the aspect of the unit’s administrative functions and also assist Front Office staff on mission.
• Assist in the organization and coordination of all manner of events related to Singapore Hub activities such as high-level visits, media events, workshops, conferences, trainings, meetings, including side events as required;
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information;
• Produce complex texts, reports, presentations, charts, graphs according to standard Bank formats and distribution;
• Draft correspondence and proofread materials; using proper grammar, punctuation, and style.
• Solve non-routine problems creatively and resourcefully; (e.g., responds to requests requiring file search, etc.).
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters and ensure proper dissemination of documentation;
• Maintain and update contacts lists, current distribution list, the filing system, program or unit files (both paper and electronically) and ensure the general efficient functioning of the assigned team.
• Perform other tasks that may be assigned by the supervisor
• The Program Assistant will work closely with the Manager, Environment and Natural Resources, World Bank Group Singapore.
• Operate with efficiency, responsiveness, and proactive, anticipating needs and finding solutions.
• Prioritize effectively with sensitivity to deadlines. Maintain the distribution lists for the units and support the Practice Manager and staff with scheduling meetings.  Assist the Practice Manager with calendar management.
• Assist teams and the Practice Manager with organizing knowledge events, monthly unit meetings, retreats, and workshops.
• Assist the PM with a wide range of day-to-day coordination tasks, including retrieving information from RM reports to support the task of overseeing unit’s budget and WPA. reviewing budget allocation to ensure funds in temporary codes are properly allocated, join regular RM meetings with Resource Management Officers to ensure close monitoring of resource allocation.
• Onboarding of new staff members and familiarizing them with bank policies and processes.
• Serving as TRS and LARS coordinator.
• Assist in updating and maintaining SharePoint, OneDrive, and other relevant repositories for tracking, e-filing and archiving system, applying the appropriate record retention policies.
• Undertake additional responsibilities as assigned by the Practice Manager.

Selection Criteria

• Minimum Education/Experience: High school diploma with 7 years of experience or Bachelor’s degree and 5 years of experience
• Previous experience with a project team and good knowledge of the World Bank policies and procedures.
• Outstanding interpersonal and communication skills, with ability to effectively interact with internal and external clients and staff at all levels.
• Proven high degree of flexibility and reliability, and a demonstrated capacity to handle variety of multiple concurrent activities, to prioritize and balance competing demands under pressure, while maintaining attention to detail.
• Demonstrated ability to work independently, respond to, and deal effectively in diverse situations with good judgment, discretion, and diplomacy in handling confidential and sensitive matters.
• Proficiency in advanced functions of standard Bank technology packages, i.e., SAP, Outlook, Excel, intranet, etc.
• Proven track record of high-quality work. Excellent organizational and administrative skills and demonstrated experience in the smooth operation of a busy office and related systems, assuming primary responsibility for organizing and coordinating workflow.
• Excellent communication skills, both written and spoken, in English.
• Demonstrated excellent interpersonal, organizational, and time management skills.
• Proven ability to work effectively in a team-oriented, fast-paced environment, and contribute towards common goals.
• Should be technologically proficient and familiar with tools such as PowerBI, ChatGPT, and other relevant technologies.

Source: https://worldbankgroup.csod.com/ats/careersite/JobDetails.aspx?id=29684&site=1