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Program Assistant

United Nations Resident Coordinator System (RCS)

tendersglobal.net

JOB DESCRIPTION

 

Description

 

Do you want to build a career that is truly worthwhile? Working at the World Bank Group provides a unique opportunity for you to help our clients solve their greatest development challenges. 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, increasing shared prosperity and promoting sustainable development. 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. Visit www.worldbank.org.
 
REGIONAL CONTEXT: 
 
The Europe and Central Asia (ECA) Region and ECCEE context 
 
The Europe and Central Asia (ECA) region comprises 30 extremely diverse countries, with a population of nearly 500 million people. Although ten of our clients have joined the EU and seven of these have graduated, most continue to remain active recipients of knowledge and/or lending services. Furthermore, in the midst of a crisis like the pandemic that we are experiencing now, some of the advanced countries re-engage with the Bank for additional support, including financial. ECA has a strong lending pipeline as well as a large and growing portfolio of Reimbursable Advisory Services (RAS). Knowledge is critical to the Bank’s value proposition to client countries in the ECA region in both lending and advisory services. 
 
ECCEU is the Country Management Unit (CMU) for World Bank operations in the European Union Member States. The CMU maintains and fosters all operational relationships with the EU member states – but with a varying level of intensity, depending on existing and potential operational programs in the respective client countries. Besides lending, a major part of the program is RAS as well as Trust Funded (TF) advisory services in the EU. The Country Director oversees the program from Brussels, and the CMU has additional offices headed by Country Managers in Bucharest (Romania) and Zagreb (Croatia), Resident Representatives in Warsaw (Poland) and Sofia (Bulgaria), as well as a Program Manager for Southern Europe based in Brussels and a Senior Country Officer based in Washington DC. Program Leaders based in Brussels coordinate the substantive operational program of the CMU. 
 
ECCRO is a dynamic country office covering a large program in Romania that requires professional excellence and commitment to teamwork. ECCRO is looking for an experienced, high-performing, energetic team member who possesses adaptability and flexibility in providing support to the Country Manager and Romania Country Program, taking on special assignments as the need arises. The incumbent will report to the Romania Country Manager.
  
Role & Responsibilities:
 
The Program Support: 
 
• Provides quality administrative support to the designated teams to prepare and timely disseminate documents; does data research, compiles data from different internal external sources, integrates it in the final reports; ensures quality control of documents requiring approval, clearance and or signature; does formatting and editing of data and documents ; drafts routine correspondence and proofreads materials; works regularly and substantially in more than one language, including translating, drafting a variety of standard documents, applying effective proofreading and grammar skills in Romanian, English etc.; incorporates agreed comments into documents, making full use of shared drives and software capabilities;   
• Assists in preparation and logistical planning for various events, e.g. conferences, workshops, negotiations, etc.;  
• Assists visiting missions: set up meetings and agendas; mission announcement letters preparation and distribution; assist with post-mission documents; logistical arrangements; ongoing administrative support during the mission, travel arrangements for Visiting Missions and consultants; 
• Properly files and updates all documents both paper and electronically in SharePoint; input data in Bank’s systems (i.e. Admin Portal, Operations Portal) as needed; 
 
Support to Country Manager for Romania and Hungary: 
 
• Organizes and coordinates relevant briefing or background material for meetings. Screens and prioritizes incoming correspondence and messages, independently responds to extensive and diverse inquiries, liaises with others in the office and makes independent decisions when multiple courses of action are required. Monitors and follows up on issues related to the Country Manager’s functions and ensures that relevant staff members are informed. Handles sensitive and confidential information. Ensures timely submission and review of briefing materials and appropriate follow-up actions, makes sure materials are presented to the Country Manager on time. 
• Initiates and coordinates all aspects of the Country Manager’s travel schedule (i.e., SAP, ticket and hotel reservations, visa requests, etc.) including coordinating the travel and protocol needs. 
• Drafts correspondence ensuring adherence to administrative guidelines and overall quality of outputs requiring the Country Manager’s signature. 
• Provides general research support and utilizes all relevant computer software to retrieve, maintain and manipulate data and independently responds to diverse inquiries and makes decisions when multiple courses of action are possible. 
• Establishes and maintains relevant files and databases for the Country Office (CO). Ensures project documents are filed according to regional standard. 
• Ensures the quality and timeliness of information emanating from the Country Manager’s office; independently decides and follows through on appropriate dissemination of information to staff by sharing reports, status updates and other. 
• Ensures effective operation of the Country Manager’s office, flow of correspondence and specifically WBdocs and Records Management. 
 
Representation and Liaison:
 
• Facilitates flow among virtual teams (HQ and ECCEU). 
• Serves as the first point of contact and liaison with an extensive network of contacts at the most senior levels, both internally and externally, and maintains an effective working relationship in support of CO and Bank program needs. 
• Exercises judgment, tact, and discretion in responding and/or redirecting inquiries to appropriate sources and in dealing with sensitive or highly confidential matters. Makes decisions when multiple courses of action are possible and provides follow-up on required actions and monitors compliance. 
• Independently organizes high level events, workshops, and high-level visits.
 
Support to External Affairs under the coordination of the External Affairs Officer:
 
• Provides support to internal and external events organized to promote the dimensions of the World Bank program in Romania, to engage with stakeholders and development partners, as needed, or dedicated to internal activities (e.g., retreats, team building events). 
• Provides support to other internal and external communication activities in the Country Office, as needed (e.g., draft emails, check accuracy of translation, proofread materials). 
• Compiles and keeps updated main databases of the Country Office (e.g., vendors, stakeholders, key government counterparts, media). 
• Provides support to the Portfolio team and the External Affairs Officer in updating e-mail distribution lists of the Country Office.    
• Ensures that the office stock of World Bank-branded materials is always sufficient to respond to recurrent needs, as well as refilled with high-quality and diverse products to be handed out on a broad range of occasions.  
• Checks daily the Country Office inbox and manages income inquiries.  

 

Selection Criteria

 

• Bachelor’s degree with 5 years of experience, or equivalent combination of education and 
experience.  
• Knowledge and understanding of Bank operations with respect to both lending and non-lending activities, with a focus on quality would be strong priority.  
• Interpersonal and diplomatic skills, ability to work with all levels of staff, managers, clients and partners. 
• Excellent oral and written communications skills in English and Romanian.

Required Competencies 

• Tasks and workflow management – Has good organizational skills, and the ability to work capably in a fast-paced, deadline-oriented environment, managing multiple tasks within tight deadlines. The ability to operate at a senior level and get to know the institution quickly is an advantage. 
• Technology and systems knowledge – Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology and/or systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.  
• Project and task management – Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager’s calendar).  
• Institutional policies, processes, and procedures – Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.  
• Versatility and adaptability – Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.  
• Client orientation – Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact on the client.  
• Drive for results – Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.  
• Teamwork (collaboration) and inclusion – Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view. 
• Knowledge, learning and communication – Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit’s knowledge sharing. 
• Business judgment and analytical decision making – Able to effectively and independently provide general research support. Demonstrates ability to assess situations and make sound judgment on action needed.

 

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits, including a retirement plan; medical, life and disability insurance; and paid leave, including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal opportunity and inclusive employer with a dedicated and committed workforce, and do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation, or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.


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