Description

Do you want to build a career that is truly worthwhile? Working at the World Bank provides a unique opportunity for you to help our clients solve their greatest development challenges. The World Bank consists of two entities – the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). It is a global development cooperative owned by 189 member countries. As the largest development bank in the world, the World Bank provides loans, guarantees, risk management products, and advisory services to middle-income and creditworthy low-income countries, and coordinates responses to regional and global challenges. Visit www.worldbank.org.

Background & General Description

The World Bank, a leading multi-lateral institution in global economic development, is looking for two highly organized, energized, and experienced persons capable of operating effectively in a very demanding fast-paced environment to serve as a Program Assistant. The Program Assistant is an integral part of the Mali Country Office Administrative and Client Support (ACS) team. (S)He will provide Administrative and Client support to the Operational Staff. The job implies frequent interaction with other institutional units, staff in other locations (locally and internationally), Government officials, consultants, and external organizations.

The World Bank is a committed partner in the effort to help Mali bring about growth, good governance, and poverty reduction for the people of Mali.  The World Bank brings three things to this effort:

i) Global knowledge and expertise to undertake research and provide policy advice;

ii) Financing for investment projects and policy-based budget support;

iii) Support for development partner coordination.

As a member of our staff, you will join a team of specialists and operational staff dedicated to supporting effective partnership, with Government, development partners and civil society across a range of governance, social and economic sectors.

The AWCW3 Country Management Unit (CMU) within the Africa Region covering Burkina Faso, Chad, Mali, and Niger, oversees country dialogue, strategy formulation, business development, portfolio management and development results monitoring. All four countries covered by the AWCW3 CMU are IDA countries, with high rate of poverty affecting women disproportionately. AWCW3 countries are also among the lowest countries in the world on the Human Capital Index (HCI) ranking. They are classified as FCV (fragility, conflict and violence) countries. The AWCW3 CMU is managed by a Country Director (CD) based in Bamako, Mali. The CD coordinates and oversees the AWCW3 country offices and an anchor unit in Washington D.C.  She leads the Bank’s dialogue with the authorities and manages the day-to-day operations of the program, with support from an Operations Manager, a Senior Operations Officer, an Operations Analyst, a Senior Executive Assistant, other country office staff, and the broader country team. The Bank team works closely with the IFC and collaborates with MIGA.

The World Bank’s current portfolio in Mali comprises 24 operations (14 national and 10 regional) with a total commitment of US$1.8 billion, of which US$1.1 billion remains to be disbursed. It covers 11 sectors of cooperation but is mainly concentrated in the energy and agriculture sectors, which together account for 48% of national commitments.

The Mali Country Office is seeking to recruit two highly motivated Program Assistants to be based in Bamako reporting directly to selected group of TTLs/PLs. S/He will work on supporting the GPs in administrative and operational works. 

Responsibilities and Duties:

The Program Assistant will provide a wide range of administrative, logistical, and operational support to the World Bank Mali Country Office.  Her/his duties and responsibilities include, but not limited to:

Operational and administrative support

• Provide hands on support to Program Leaders/Task Team Leaders on all stages of preparation and implementation of World Bank projects and activities according to Bank procedures.
• Provide comprehensive administrative support to task teams, coordinate workflow and events and act as point of contact and arrange logistics for workshops and conferences.
• Monitor work program and update milestones.
  
• Process and follow-up on consultant contracts, travel arrangements, draft terms of reference, single source justification.
  
• Assist in Preparing and compiling missions Aide Memoires and ISRs.
• Use desktop processing skills to produce complex texts, reports, presentations, charts, figures, graphs, etc., according to Bank format and distribution.
• Collect and input data provided by Task Team Leaders into the central database, including processing new project status reports.
• Keep abreast of the Organization’s directives and ensure effective processing of all project documents.
• Draft routine correspondence (standard letters, memos, emails, etc.) conforming to the Organization’s regional standards, using proper grammar, punctuation, and style, and proofread materials.
• Draft minutes of meetings and help in editing large documents.
• Maintain up-to-date divisional project files (both paper and electronic) and retrieve data from various sources and compile these for use by the Country Director and/or the Country Management Unit (CMU).

• Incorporate agreed comments into documents, making full use of shared drives and software capabilities. 

 Information Management and Client interaction

• Answer internal and external queries on the assigned portfolio or, as necessary, take accurate and comprehensive telephone messages, and route them to appropriate persons to handle. 
• Maintain current distribution lists, phone/address lists of project/product contacts, and distribute documents for the team.
• Co-ordinate with service units and liaise frequently with team members both in Washington and in the Country Office.
• Track and report on appropriate aspects of the Team’s operational activities

Time management & Logistic planning 

• Arrange working schedule and meeting with counterparts for the visiting teams.
• Co-ordinate time management and schedules, taking current and future priorities into account, anticipate and monitor changes, and communicate the information. 
• Track assigned tasks/project steps/ timetables using modern office management technologies, coordinate with relevant staff, provide assistance and/or information on project-related matters. Advise teams of approaching due dates under the portfolio and ASA activities. 
• Solve non-routine problems creatively and resourcefully and assist in preparation and logistical planning for various events, e.g., conferences, workshops, negotiations, board presentation and signing, etc.

Other duties

• Act as a pre-signature filter for administrative documents, mainly correspondence, to ensure that they comply with French administrative writing standards in terms of both form and content.
• As a member of the ACS Team in the Office, serve as a back-up to other staff and Task Program
• Assistants on project and administrative tasks.
• Occasionally perform Analytical tasks as may be requested by the Team Leader
• Perform other tasks as requested by the Supervisor.
  

Selection Criteria

• Minimum bachelor’s degree and at least 5 years of relevant working experience in related field with public administrations, international development institutions, private sector organization, or other donor organizations.
• Good communication skills, positive and professional client service attitude.
• Previous experience with a public administration or multilateral/bilateral organization is an advantage.
• Proven administrative writing skills in French, including correspondence with high-ranking public authorities.
• Fluency in English and French is a must.

Required Competencies:

• Technology and systems knowledge – Demonstrate advanced knowledge and experience working with Microsoft office applications (Excel, PowerPoint, Word, etc.).
• Project and task management – highly organized with good project management practice, problem-solving, analytical skills and ability to work competently with minimal supervision. Demonstrate attention to detail and quality. Has ability to manage multiple tasks and complete tasks within agreed schedule.
• Institutional policies, processes, and procedures – Demonstrate knowledge of own department’s programs and products, know key players, understand own role. Display understanding of WB policies and procedures relevant to the area of assigned responsibilities and is able to apply/ implement them.  
• Versatility and adaptability – Demonstrate flexibility and is receptive to the implementation of new solutions. Is willing to stretch own capability. Demonstrate motivation to avail and adapt oneself to effecting change. 
• Client Orientation- Exhibit good communication skills, positive and professional client service attitude; is able to understand clients’ needs and complete them professionally.
• Learning, knowledge sharing and communication – Good French and English language skills (verbal and written) Able to write clearly, edit and proofread draft communications. Able to learn and share knowledge/information across the unit.
• Business judgment and analytical decision making – Able to manage information and support retention and disposition of information and records. Can search, report, and deliver basic information from various sources and independently respond to basic inquiries.
• Ability to thrive and function effectively in a dynamic environment under tight deadlines, while working on multiple projects.
• Drive for Results – Able to take personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion – Collaborate with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.

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.