Program Assistant

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Description

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• Handle incoming correspondence, internal and external queries for teams supported.
• Manage and complete in a timely manner: scheduling meetings, managing calendar, booking meeting rooms, audio visual, video conferences, visitor passes, creating VC connections for teams supported etc.
• Take a lead in preparation and logistical planning for various events e.g., conferences, workshops, retreats, visiting missions etc.
• Support teams in preparing any required documentation including formatting, production of documents, correspondence, power point presentations (charts), excel sheets etc.
• Draft routine correspondence and proofread materials in English, Russian, and Uzbek languages, using proper grammar, punctuation, and style, following IFC Templates.
• Organize and coordinate logistics for signing, filing and transmission of legal documents (if needed).
• Attend meetings and draft minutes if/when required by the Supervisor.
• Identify and resolve diverse issues/problems as they arise, which often requires interpretation of existing procedures and processes and independently determining an appropriate application.
• Serve as an information resource on status of projects/products (e.g., procurement contract management, portfolio monitoring and reporting) and drafting a variety of correspondence.
• Maintain accurate and efficient filing (paper and electronic).
• Develop and maintain excellent relations with an extensive network of contacts both inside and outside the MCT department and VPU and across the WBG.
• Work closely with other ACS teams for the daily running of the office.
• Act as back-up to other ACS colleagues in the office in their absence or during a busy period.
• Undertake ad hoc duties that may be assigned.
• Work with the highest level of integrity, tact and discretion and ability to deal with sensitive and confidential information.

• Bachelor’s Degree with at least 5 years of relevant experience. Experience in working in an international/multinational organization will be considered as an advantage.
• Excellent interpersonal and communication skills, with ability to interact diplomatically with clients and staff at all levels, recognized ability to exercise good judgement in interpersonal dealings at all levels and in handling confidential information.
• Excellent organizational, administrative and time management skills. Experienced with working within tight deadlines and under pressure; flexibility to work overtime during peak periods on a short notice when/if needed.
• Demonstrated capacity to multitask and prioritize workload, work with minimal supervision with initiative and resourcefulness. Ability to follow through team’s priorities and respond to request for information in a timely manner.
• Familiarity with office management procedures and basic resource management principles, invoicing and budget tracking.
• Effective analytical, research and problem-solving skills.
• In depth knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area
• Excellent verbal and writing/editing skills in English, Russian, and Uzbek languages, including ability to translate/proofread relevant correspondence and ability to independently draft a variety of formal and informal correspondence.
• Excellent skills in preparing PowerPoint and other visual presentation tools.
• Ability to handle time-sensitive assignments.
• Ability to collaborate with other team members and contribute productively to team’s work and output, demonstrating respect for different points of view.
• Excellent interpersonal and diplomacy skills including demonstrated ability to work in a team-oriented and multi-cultural environment; demonstrated ability to handle sensitive and confidential information with due discretion.

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