Program Assistant

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Description

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• Support the Deputy Chief Economist and TTLs and provide full range of administrative and logistical support, i.e., maintaining calendars, scheduling and arranging meetings, conferences/seminars, with timely response to internal and external client requests; managing logistical arrangements for travel (flight/hotel reservations, visa requests, complete Travel Requests, Statement of Expenses including obtaining appropriate country clearance); ensuring effective processing of all documents and correspondence.
• Monitor and co-ordinate on packages that will need approval or clearance by the Chief Economist or the Deputy Chief Economist.
• Ensure that prior review, adherence to operational guidelines and recommendation for action by the Chief Economist or the Deputy Chief Economist is handled expeditiously and within expected timelines.Screen, prioritize, and follow-up incoming emails and other correspondence.
• Respond promptly, independently and efficiently to non-routine inquiries and resolve problems using knowledge about the work program and staff schedules and using good judgment in deciding multiple actions and direct queries for follow-up by senior staff.
• Assist TTLs in the submission of STC/STT contracts in the Admin Portal, filling documents, and requests in eServices.Update and maintain the MENA Chief Economist’s website.
• Assist the TTLs in coordinating the MENA Chief Economist Office Seminar Series.Retrieve and manipulate data to compile/present charts and reports.Retrieve information from various sources, i.e., library, internet, database, publications, and journals.
• Updated the Team’s distribution lists, phone/address of contacts, staff travel and leave schedule, as well as distribute documents for the team.Ensure timely resolution of IT related issues through coordination with relevant units and staff.
• Perform other tasks as requested by the Senior Program Assistant and provide back up support.

• High school diploma and at least 4 years of experience or equivalent combination of education and experience.Professional demeanor and high-level office support and organizational skills, with strong attention to details.
• High degree of motivation and initiative in making recommendations to improve work efficiency to meet changing business needs. Flexibility and creativity to be able to offer alternative course of actions when needed.
• Ability to draft routine correspondence (emails, minutes, responses to queries) and edit and proofread correspondence, ensuring proper grammar, punctuation and style.Proven track records in managing confidentiality, strong personal ethics, and sound judgement.
• Excellent skills in MS Word, PowerPoint, Excel, Admin Portal, basic SAP.Excellent written and oral communication skills.

• Excellent written and spoken English is essential.

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